Buildertrend has updated the Bills workflow for construction businesses using Buildertrend and QuickBooks Online. The change is focused on workflow efficiency, automation, and the way bills move from receipt through review, approval, job assignment, and budget reporting.
Why the Workflow Update Matters
Construction businesses often make significant investments in software, and updates can be difficult to track during busy project cycles. This Buildertrend update is more than a visual change — it directly affects how Accounts Payable information moves through the system.
For construction teams, A/P is tied directly to job costing. Accurate bill review supports accurate budgets, cleaner reporting, and better real-time visibility into project performance. This update is an opportunity to tighten the bill workflow, reduce unnecessary back-and-forth, and keep payment status information easier to find.
The goal remains the same: every bill and receipt should be assigned to the correct project and cost code so job budgets stay current and reliable.
Bills Inbox: Review Point, Not the Main Collaboration Tool
The Bills Inbox now functions as the starting point for bills and receipts. Items should be reviewed there before moving forward — but comments are now the main place for collaboration on bill status and follow-up.
Before a bill moves out of the Inbox, confirm the following:
Save Draft and Save to Job
Buildertrend now includes two save actions in the Bills workflow. Each has a distinct purpose — using them correctly is the difference between a bill sitting in review and a bill appearing in your job budget.
| Action | Use When | What It Does |
|---|---|---|
| Save Draft | Information is still being verified or corrected | Keeps the bill in the Inbox. Does not move it into the job budget. |
| Save to Job | Vendor, amount, project, cost code, status, and approvals are confirmed | Moves the bill into the job. Adds it to the budget. Removes it from the Inbox. |
Tags Are Gone. Comments Are the New Collaboration Tool
Tags are no longer available for marking bills, flagging discrepancies, or assigning status. Comments now serve that role within each bill record — and that’s a positive shift when used consistently.
Comments keep questions and updates connected to the specific bill, instead of spreading status details across email, Slack, or separate notes. Each comment should include the needed action, the person responsible, and the status or next step. Use @ mentions when a specific person needs to respond.
Comments are especially useful for
- Missing or incorrect project assignment
- Cost code confirmation
- Amount differences vs. purchase order
- Vendor questions
- Missing receipts or supporting documents
- Approval requests
- Payment status updates
Ready for Payment Status
The Ready for Payment status should be used when a bill is fully reviewed and ready for the next payment step. Using it consistently gives A/P and project teams a clear view of what’s ready, what still needs attention, and what can move forward without extra follow-up.
Run through this checklist before marking any bill Ready for Payment:
Internal Process Questions to Confirm
Construction businesses can keep the new workflow simple by documenting a few key decisions. Answering these turns the Buildertrend update into a repeatable process — and supports faster onboarding, fewer status questions, and cleaner job cost reporting.
- Who reviews the Bills Inbox and how often?
- Who approves bills before they move to a job?
- Which details must be confirmed before Save to Job?
- How should comments be written and assigned?
- How do bill questions get resolved?
- Who handles the QBO update and when?
Bottom Line
Buildertrend’s Bills update is designed to support more efficient workflow management. The biggest practical change is the move away from tags and toward comments for bill status collaboration.
A strong process now centers on three habits: review bills in the Inbox before moving them forward, use Save Draft and Save to Job intentionally, and keep all bill questions inside Buildertrend comments.
With those habits in place, Accounts Payable stays organized, project teams get real-time cost visibility, and budgets reflect the actual status of each job.
Need Support Reviewing an Accounts Payable Workflow?
24hr Bookkeeper supports construction businesses in reviewing Buildertrend, QBO, and job costing workflows — so bill status, project assignments, and cost codes stay organized and current.
Schedule a ConsultationDiscover more from 24hr Bookkeeper
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