Proposal for review

Sub invoicing, from thirteen hand steps to one

Sub invoicing today, what we propose instead, the form the subcontractors would use, and the emails that run it.

Parker Communications Prepared by MapMatix August 6, 2026 For Natalie Bayton, Susan Gola, Tegan Miller, Joshua Parker
Today, per invoice
13 hand steps

Five of them cross from one system into another. The same three files get handled twice, once into the vendor folder and once into Airtable.

→
Proposed, per invoice
1 confirmation

Natalie confirms the week's approved footage once. The subcontractor does the data entry that is currently done for them.

1

What happens today

Each row is one step, in the column of the system it happens in. A marked line is where the work leaves one system and has to be carried into the next by hand.

Done by hand Runs on its own Already built in your base Not in any system
Vitruvi
Desktop & Drive
Email
Airtable
QuickBooks & Ramp
01
Inspector walks the route and measuresInspector, Fridays
02
Pull approved footage, Vitruvi builds the invoice the sub may billNatalieBy hand
Leaves Vitruvi
03
Open the map view, hover to the right area, screenshot itNatalieBy hand
04
Download the Vitruvi PDF into a folder on the desktopNatalieBy hand
Into email
05
Write one email per vendor from a personal inbox, attach the PDF and the screenshotNatalieBy hand
06
Sub replies with their own invoiceSubcontractor, whenever they choose
07
Sub sends the release, often separately and often laterSubcontractorNothing tracks this
Out of email
08
Download each attachment one at a timeNatalieBy hand
09
File them into the vendor's folder through File ExplorerNatalieBy hand
Into Airtable
10
Create the sub invoice recordNatalieBy hand
11
Upload the same three files a second timeNatalieBy hand
12
Type the amount, the invoice date, the due date, the terms, the retention and the Vitruvi IDNatalieBy hand
13
Release status updates itself from the uploaded releaseFormula, working correctly todayAlready built
14
Set approved for paymentNatalie, by hand, because nothing drives this fieldBy hand
Into QuickBooks
15
Work the all due this week view, key each invoice into QuickBooks, tie the total back to Airtable, pay in RampSusan, MondaysBy hand
Back into Airtable
16
Write the payment date and amount back, which flips the invoice to paidSusan, WednesdaysBy hand
The one change that fixes the most

Step 12 types a single invoice date, and it holds the day Natalie requested the invoice, not the day the sub issued it. Terms count from the request, so a sub who waits two weeks and dates their invoice back forces a due date already in the past, and the all due this week view picks up anything past due and unpaid.

2

What we propose instead

Same lanes. The two crossings that remain are Susan's, which we are deliberately not touching yet.

Vitruvi
Desktop & Drive
Email & form
Airtable
QuickBooks & Ramp
01
Inspector walks the route and measuresUnchanged
One review
02
Natalie reviews the week's approved footage in one list and confirms the batchNatalie, once per weekThe only hand step
03
Each sub is emailed what they may bill, with the Vitruvi invoice, the map exhibit and a link to their formSent to the accounting email on their subcontractor recordAutomatic
04
Sub opens the form, checks the figures, enters their invoice date, attaches invoice and release, confirmsSubcontractor does the entryAutomatic
One crossing, and nobody carries it
05
The submission writes the record: both dates, both files, release status, and the due date calculated from the termsNo download, no re-upload, no typingAutomatic
06
The sub's invoice PDF is read and its line items written out, then checked against the approved footageYour AI line extract already does the readingAlready built
07
A question or issue raised from the form, on any subjectSubcontractor, at any pointAutomatic
Lands on the record, not an inbox
08
It is written onto the invoice row and the team is notified, so the answer sits with the paperwork instead of in one person's emailJosh's addition, 8/6Automatic
09
Approved for payment sets itself once the release is in and no chargeback is openOverridable, and Josh can still turn one offAutomatic
10
Nothing submitted after three days, then seven, then weekly: the sub is remindedNobody chases anyoneAutomatic
Monday, noon
11
The week's payment set closes. Nothing moves in or out of it after that, and anything arriving later falls into next weekSusan and Natalie both see the same locked listAutomatic
Into QuickBooks, unchanged
12
Susan keys the locked list into QuickBooks, ties the total, pays in RampSame work, but the numbers hold stillBy hand
Back into Airtable
13
Susan records the paymentLater step, once the QuickBooks side is looked at properlyBy hand
14
The sub is sent a remittance listing exactly which invoices the payment coversQuickBooks Online cannot send this, so Susan was going to write them by handAutomatic
3

The form the subcontractor fills in

Clickable. Nothing is saved and no email is sent.

parkercomm.com/submit-invoice?wo=369&sub=hero-tc
Your Network, Our Responsibility
Subcontractor invoicing

Submit your invoice

Work order 369 · Project 4084 PA · Hero TC

What you may invoice
Coverage period
July 25 to July 31, 2026
Approved footage
145 ft
Your rate
$7.50 per ft
Payment terms
Net 30
Retention held
10 percent
Invoice this amount
$1,087.50
Why this amount

An inspector walked this work order on July 31 and recorded 145 ft in Vitruvi. Your rate on file is $7.50 per ft. The exhibit below is the exact area that footage covers.

Measured area, work order 369, station 12+40 to 13+85. Example exhibit; the live form shows the Vitruvi map for this work order.

If your records show a different figure, raise it below. Your invoice is not held up while we check it.

Your invoice

Today or yesterday only. Your payment terms are counted from this date, not from the day we asked you to invoice.

Documents, both required
Attach your invoice
PDF, click to attach
Attach your conditional release
This is not the final invoice for the work order, so a conditional release is what we need
Still needed before you can submit
    Raise a difference

    This is logged against work order 369 and reviewed against the inspector's measurement. Your invoice is not delayed while it is looked at.

    ✓

    Invoice received

    Invoice and release both logged against work order 369 on August 6, 2026. Nothing further is needed from you.

    Scheduled for payment
    Monday, September 7, 2026

    Net 30 from the date on your invoice, paid on the next payment run after it falls due.

    4

    The four emails, and when each one fires

    One invoice, start to finish.

    Friday
    Aug 1
    Your Network, Our Responsibility
    Approved to bill: work order 369, 145 ft, $1,087.50
    Toaccounting@herotc.example
    Fromsubinvoicing@parkercomm.com

    The inspection for work order 369 is complete. You are approved to invoice the following.

    Project4084 PA
    Coverage periodJuly 25 to July 31, 2026
    Approved footage145 ft at $7.50 per ft
    Invoice this amount$1,087.50
    TermsNet 30 from the date on your invoice

    Submit your invoice and your conditional release through the link below. Both are required. Your terms are counted from the date on your invoice, so submitting promptly moves your payment date forward.

    Submit your invoice

    Attached: the Vitruvi invoice and the map exhibit showing the measured area.

    Fires whenNatalie confirms the week's batch.

    Monday
    Aug 4, then weekly
    Your Network, Our Responsibility
    Reminder: work order 369 is waiting on your invoice
    Toaccounting@herotc.example

    You were approved on August 1 to invoice $1,087.50 for work order 369. We have not received your invoice.

    Your payment terms start from the date on your invoice, not from the date we approved it, so every week you wait moves your payment out by a week. We need your invoice and your release together. Neither one can be processed on its own.

    Submit your invoice

    This reminder repeats weekly until you submit.

    Fires whenThree days after the approval, then weekly until they submit.

    Wednesday
    Aug 6
    Your Network, Our Responsibility
    Received: invoice 2032 for work order 369
    Toaccounting@herotc.example

    Your invoice and release for work order 369 are both logged.

    Your invoice2032, dated August 5, 2026
    Amount$1,087.50
    ReleaseConditional, received August 6, 2026
    TermsNet 30
    DueSeptember 4, 2026

    Nothing further is needed from you. Payment is made on the next scheduled run after the due date.

    Fires whenThe form is submitted with both documents.

    Monday
    Sep 7
    Your Network, Our Responsibility
    Payment sent: $2,431.25, three invoices
    Toaccounting@herotc.example

    An ACH payment of $2,431.25 was sent on September 7, 2026. It covers the following.

    Invoice 2032, work order 369$978.75
    Invoice 2041, work order 372$1,164.00
    Invoice 2044, work order 372$288.50
    Retention held, 10 percentHeld to project completion

    Amounts shown are net of retention.

    Fires whenSusan records the payment.

    MapMatix · Parker Communications · August 6, 2026 · Mockup for review, nothing in Airtable has been changed