Module · Accounts payable, read by Oryn
Stop keying invoices.
Forward them and approve.
Accounts payable is one module of VIABUILD, the Construction Operating System for residential builders. Every builder gets a dedicated accounts inbox. Tell your subbies and suppliers to send invoices there, and Oryn™ reads the line items, matches them to your purchase orders, and codes them to the right job, ready for you to approve from your phone. One data model, so the cost lands everywhere at once.
7 days free · $299 first month · $555/mo after · Month-to-month
01 / What it does
What this feature does
Accounts payable is the module of VIABUILD that turns a supplier invoice into a coded, PO-matched, approval-ready bill, without anyone typing it in. It is the capture end of the wider construction accounts payable process, and one of the connected modules in the operating system. You get a real email address for your accounts. Invoices from your suppliers (Bunnings, Reece, the local timber yard) land there, Oryn reads them, and data entry becomes a queue you tap through.
It’s not OCR that dumps text into a box. Oryn reads the line items, recognises the supplier, finds the matching purchase order from your purchase order workflow, and applies your job and cost coding so the number, entered once, lands in the right place across the whole system.
The same reading pipeline handles everything else that arrives by email, quotes, plans, approvals and correspondence, classified, extracted with page-level evidence and filed to the right job. How that works end to end is on AI document management in construction.
02 / Why it matters
Why builders need it
The admin shift ends
Invoice entry is the job builders do after dinner. Forwarding an email and tapping approve replaces the whole nightly ritual.
Costs land in real time
When Oryn processes invoices the day they arrive, not in a month-end batch, your cost tracking is actually current. The number flows through one data model, so nothing is entered twice.
Fewer coding mistakes
Oryn matching to the PO and job at capture means fewer miscoded bills, fewer “what was this for?” conversations, cleaner books.
Approvals from anywhere
Approve from the ute between jobs. No waiting until you’re back at the desk with the shoebox of invoices.
A clean handoff to Xero
Approved bills push to Xero as drafts with tracking categories, so your accountant gets tidy data, not a mess to fix.
Catch margin erosion as it happens
Matched bills are checked against budget, with alerts at 2%, 5% and 10%. You see a job going over while you can still act on it, not at close-out when the money is gone.
03 / The VIABUILD way
How VIABUILD handles it
A dedicated inbox, Oryn capture, and PO matching in one flow.
Each VIABUILD account gets its own accounts inbox. Suppliers email invoices straight to it (or you forward them). Oryn extracts every line, identifies the supplier, and looks for the purchase order it belongs to. Where it finds a match, it lines the invoice up against what you committed on the job cost tracking module, so over-charges and quantity mismatches are visible before you pay.
You review a clean queue: supplier, job, amount, PO match, coding. Approve, and the bill flows through the Xero integration as a draft with the right tracking category. The cost shows against the job immediately, so budget vs actual stays live.
- Dedicated accounts inbox per account
- Oryn line-item extraction, not just OCR
- Automatic PO matching & variance alerts at 2/5/10%
- Job + cost-code coding at capture, one data model
- One-tap approval on any device
- Draft bills to Xero with tracking categories
04 / The workflow
How it runs, step by step
- 01
Set up your inbox
Get your dedicated accounts email and tell suppliers to send invoices there.
- 02
Invoices arrive
Supplier emails land in the inbox, or you forward them in. No portal logins for your subbies.
- 03
Oryn reads & matches
Line items extracted, supplier recognised, purchase order matched, job coded.
- 04
You review the queue
A clean, sorted list. Check the match and coding at a glance.
- 05
Approve
One tap. Over-charges and mismatches are flagged before you commit.
- 06
Syncs to Xero
Approved bills push to Xero as drafts with tracking categories. Costs update against the job live.
05 / FAQ
Common questions.
You get a dedicated accounts inbox. Supplier invoices are emailed there (or you forward them). Oryn, the intelligence embedded across every VIABUILD module, extracts the line items, recognises the supplier, matches the invoice to your purchase order, and codes it to the right job and cost code. You approve from a clean queue, and approved bills push to Xero as draft bills with tracking categories. Because it is one connected operating system, that cost flows straight into budgets and cost control with no double entry.
No. OCR turns an image into text. Oryn reads the structure of the invoice (line items, supplier, totals) and matches it against the purchase order you raised, so it can flag over-charges and quantity mismatches and code the bill correctly, not just transcribe it.
No. VIABUILD is the Construction Operating System that handles construction management and the AP workflow; Xero handles your accounting. Approved bills sync to Xero as drafts with tracking categories, so there’s no double entry between the two.
The invoice still gets captured and coded. It’s just flagged as unmatched so you can decide how to handle it. You stay in control of what gets approved.
Yes. They email invoices like normal, with no portal for them to log into. You just point them at your VIABUILD accounts inbox, or forward what comes to your own inbox.
When a matched bill comes in over what you committed on the purchase order or budget, Oryn flags it, with alerts at 2%, 5% and 10%. You catch margin erosion on the bill that caused it, in real time, instead of finding it at close-out.
06 / Keep reading
Related features & guides
Process 10 invoices. You’ll know within the hour.
Start with 7 days free: the full operating system, real data, Oryn inside every module. $299 for your first month, then $555/mo. Forward a stack of invoices and watch the admin shift disappear.