Purchasing

Drop the invoice in. Stop typing it in.

SubbieTRAC reads a supplier’s invoice into the bill for you, flags the duplicates, and keeps every bill, payment and order against the job it belongs to.

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The Bills & Expenses register: outstanding bills, overdue, ready to pay and open purchase orders above; a dropped supplier invoice parked and waiting to be entered as a bill; then each bill with its supplier, invoice date and number, amount, status, how it is paid, project, due date and the purchase order it is billed against, with a Quick Bill Drop button. — Bills and purchase orders in one register — with the dropped invoice parked at the top, still to be checked.

01 / Bills

Drop the invoice. The form fills itself.

Supplier invoices arrive all month. Drop them in as they come — SubbieTRAC reads each one into a bill in the background, and you check it and save when you are ready.

Quick Drop — park the paperwork now, process it later
Each invoice read into the bill form: supplier, date, lines, GST, total
Duplicates flagged before they are entered twice
You check the form and save it — nothing posts on its own
Supplier statements read the same way — drop a pile and each file becomes its own statement — then reconciled against the bills
Save it, mark it ready to pay, or save and pay it on the statement

The Add a Bill form with a supplier’s tax invoice open on the left and the bill on the right: the amount, GST, expense category, project and status already filled from the invoice, line items ready to add, recent projects as chips, and Save, Ready to Pay and Save & Pay on Statement actions. — The invoice on the left, the bill on the right — read in, checked by you, saved.

Quick Statement Drop over the Statements register: drop as many supplier statements as you like and each file becomes its own statement, read as soon as it is dropped; beneath, a dropped statement waiting to be reconciled and each supplier’s open bills waiting for a statement. — Statement Drop — every file is a statement, read as it lands, then reconciled against the bills.

02 / Payables

Know what you owe, and when.

Every bill, expense and credit against the job and the supplier it belongs to, with the balance worked out for you.

Bills and out-of-pocket expenses, split across accounts with the coding done
Payment runs — the bills that are due, paid together
Credits and returns that reduce a balance without money moving
Supplier statements reconciled — the supplier’s version agreed with yours
A spend breakdown by supplier and by job
Multi Bill Payment — pay every approved bill for a supplier, or a batch of them, in one go

Payables: total approved for payment, approved payment batches, ready to pay and open bills for future payments; Outstanding, Payment History, Reimbursements and Pie Chart views; quick filters for overdue and due this month; and bills grouped by supplier with a Pay all button and the total owing. — What is owed, to whom, and when it falls due.

03 / Orders

Order against the job.

Purchase orders, suppliers and your item library, all pointing at the project and the supplier they belong to.

Purchase orders for a contract or for general spend, with the date required
A supplier database with contacts, categories and payment defaults
Supplier Items carrying the price you buy at and the Sell Rates you quote at
Price history on a Supplier Item, so a rise is visible rather than absorbed
Supplier Items imported and exported in bulk
Each order’s dispatch beside it — scheduled or delivered on which truck, or not yet on the board
A Material Calculator that works quantities out from the manufacturer’s product data — cut lengths, bars to order, waste

Purchase Orders: open orders, open order value, awaiting a bill and billed over order, then each order with its supplier, project, required date, status, its dispatch — scheduled or delivered on a named truck, or not on the board — ordered, bills, billed and variance, with Record Fulfilment and Add PO. — Orders by status, against the project and the supplier — with each one’s dispatch beside its bills.

The Material Calculator with a Platinum Suite calculation open: each product and section with its cut length, quantity and total metres, then the bars to order — bars, needed, ordered and waste per product — and a Save calculation button. — The Material Calculator — quantities from the manufacturer’s own product data, down to the bars to order and the waste.

Your data

AI that works on your records, for your business.

SubbieTRAC uses AI to read supplier invoices and to find documents. It works on your own records, inside your own account. We do not share your data with other businesses and we do not sell it — nothing leaves your account unless you choose to share it.

Also for Purchasing

The dashboard and the reports have pages of their own.

Ready to stop typing invoices?

Drop the next supplier invoice into SubbieTRAC and see it read into a bill, against the job it belongs to.

Start your 14-day free trial

No credit card required. We’ll set up your account and send your login details.