Current workflow
AI Agents for Construction Subcontractor Payment Processing
Match billings to commitments, check waivers and route subcontractor payments.
You are viewing this workflow →AI Agents for Construction Subcontractor Payment Processing
AI agents for construction subcontractor payment processing match approved billings to subcontracts and change orders, check lien waivers, insurance status and retainage, and route payments for release. Payables and project teams pay subcontractors on the right terms without chasing documents.
Challenges We Solve
Where Subcontractor Payment Processing Breaks Down
Construction payables teams match subcontractor billings to commitments and chase waivers and compliance documents before each payment run.
Matching
Billings are matched to commitments by hand
Each subcontractor billing has to be checked against the subcontract, approved changes and prior payments. Errors cause overpayment or disputes.
Waivers
Payments wait on lien waivers
Waivers must be received in the right form and amount before payment. Missing or wrong waivers hold up the run.
Terms
Pay-when-paid and payment terms are applied manually
Terms differ by subcontract, and owner payment timing affects release dates. Staff track them in spreadsheets.
Retainage
Retainage held and released is tracked by hand
Balances differ by subcontractor and job. Releases are missed or paid early.
Compliance
Compliance status is checked at the last minute
Insurance and license status is checked when the payment is due, not before.
Disputes
Disputed amounts are managed in email
Short pays and queries move between project teams and payables with no single record.
AI Agent Capabilities
AI Agents Built for Every Subcontractor Payment Processing Workflow
Six connected capabilities designed around your subcontracts, payment terms and accounts payable process for Construction teams.
Billing Match Agent
- Matches each subcontractor billing to the subcontract, approved change orders and prior payments
- Flags billed amounts above the scheduled value or remaining commitment
- Checks quantities and percent complete against the prior period
- Routes exceptions to the project manager
- Records the decision for each exception for each subcontractor payment
Waiver Agent
- Tracks the conditional and unconditional waivers each payment needs
- Checks amount, period, form and signatory
- Requests missing or incorrect waivers
- Shows payments clear to release
- Links each waiver to its payment
Payment Terms Agent
- Applies payment terms and pay-when-paid conditions by subcontract
- Calculates release dates from owner payment timing
- Shows what is due in each payment run
- Flags payments held by a condition
- Keeps the term behind each date
Retainage Agent
- Calculates retainage withheld by subcontract using your terms
- Tracks balances and releases by subcontractor and job
- Flags releases due at completion milestones
- Shows retainage payable and receivable
- Keeps adjustment history
Compliance Gate Agent
- Checks insurance and license status before each payment
- Flags expired or missing documents with the subcontractor and job
- Holds the payment recommendation until a person decides
- Requests renewals from the subcontractor
- Records the check result
Dispute Tracking Agent
- Records short pays and queries with the amount and reason
- Routes each dispute to the project manager
- Tracks resolution and communication
- Shows open disputes by subcontractor
- Reports dispute causes by job
Deployment
How We Deploy Your Subcontractor Payment Processing Agent
Five steps from your first call to a validated subcontractor payment processing workflow connected to your ERP and accounts payable system.
01
Subcontract and Payment Review
We map your subcontract terms, payment and pay-when-paid rules, retainage practices, compliance requirements and the payment run process today.
✓ Subcontract and payment term inventory
✓ Waiver, retainage and compliance rule map
✓ Recommended agent architecture for your environment
BUILT FOR CONSTRUCTION PAYABLES AND PROJECT TEAMS
The right payment visibility for every project role
Each deployment is scoped around how a specific role depends on subcontractor payment data. Payables, project managers and controllers each get the outcome they need without chasing documents before each run.
PAYABLES
Accounts Payable Lead
Stops chasing waivers and checking terms by hand. Sees which payments are clear to release.
What Changes
- Billings matched to commitments and changes
- Waiver status for each payment
- Release dates from payment terms
- Compliance checked before payment
PM
Project Manager
Stops answering payment queries. Reviews flagged exceptions only.
What Changes
- Exceptions with the line and amount
- Disputed amounts tracked to resolution
- Retainage balances by subcontractor
- Fewer payment holds from missing paperwork
CONTROLLER
Construction Controller
Stops finding overpayments after the fact. Sees commitments, payments and retainage in one view.
What Changes
- Remaining commitment by subcontract
- Retainage payable by job
- Payments held and why
- Adjustment history kept for each subcontractor payment
Meet Our CEO Haroon Jafree, CPA
25 years as a CFO and finance leader, designing agents around workflows he personally ran.
FAQ
Questions About Subcontractor Payment Processing Automation
What payables leads, project managers and controllers ask before the first call.
It uses AI agents to match subcontractor billings to commitments and changes, check waivers, terms, retainage and compliance, and route payments for release. People approve each payment.
Get Started
Ready to Stop Chasing Waivers Before Every Payment Run?
Book a discovery call to walk through your subcontract terms, your payment rules and your payables process.
Book a Discovery Call →