poolarPROJECT Invoice Workflow
Invoice Processes Under Control – More Overview, Documented With Traceability
Invoice management can quickly become confusing, especially in complex construction projects with many parties involved: Emails with PDF invoices, manual check notes and scattered information on approval status and deadlines make it difficult to reliably manage payments, budgets and proofs.
With the invoice workflow additional module, the entire approval process for invoices, follow-ups and time sheets can be mapped digitally – directly in the poolarPROJECT project space.
The system starts the defined inspection process as soon as the invoicing company uploads the invoice – including deadlines, email notifications and task display in the dashboard of the responsible parties.
Optional: Extended functions for correspondence and additional costs
Additional costs and charges can also be recorded and contract-relevant letters such as notifications of concerns, obstruction notices and notices of default can be documented via an optional extension.
All processing steps and test results are documented in an audit-proof manner and can be traced at any time by authorised parties such as project managers and clients. This allows you to maintain an overview of the status, amounts and responsibilities of a large number of allocation units.
Concept
Digital Invoice Approval With a System:
Transparent. Clearly Organised. Traceable.
Seamless Tracking
and Transparency
Automated
Inspection Processes
Achieve Your Objectives
in an Easier Way
Functions
Clear and Efficient Processing of Invoices,
Follow-Ups and Time Sheets
The invoice workflow module takes over the correct allocation, so that invoicing parties and project participants are noticeably relieved:
Transfer invoices directly in the project space
Invoicing companies upload their invoices, follow-ups or time sheets independently in the project space – without any detours via email or manual file management.
Contractual reference data always at hand
The manual storage of relevant key data such as order amount, discounts or payment terms, as well as the filing of contract documents for the respective allocation units, form the basis for more convenient inspection processes and better tracking.
Each invoice runs through a predefined workflow – including responsibilities and status overview:
Inspection processes start automatically – without any follow-up
The upload triggers the stored inspection process: The inspectors responsible receive a task in the dashboard and a notification by email. The audit follows defined steps and deadlines.
Clear roles and processes
Whether architect or project manager – each instance receives its specific inspection step. Multi-level approvals can also be easily mapped.
Real-time status overview
From receipt to release or payment: Everyone involved can see the current status of a document – with the planned and actual date and amount. Manual tracking is no longer necessary.
Project participants – above all project managers and clients – maintain an overview of the status, amounts and responsibilities at all times:
All processing steps recorded in an audit-proof manner
Every action is documented in the system: with time stamp, status and company involved. This creates a seamless audit trail that remains traceable at a later date.
Transparency for clients and tax authorities
In the project space and in the personal dashboard, you can see at any time which invoice is where in the approval process. All participants work with the same, up-to-date data.
Secure basis for budget control and reports
The structured allocation of all invoices to the allocation unit and to the contract data makes deviations visible at an early stage – ideal for reporting, cost control and optimised project management.
Transparency
Ideal for Project Managers and Clients:
Status at a Glance at all Times
Integration in the Dashboard
Active task management with minimal coordination effort:
In the dashboard, authorised project participants can see at a glance which invoices are due for review or approval – including deadlines and responsible parties.
Thanks to automatic distribution of tasks, manual reminders by email or telephone are no longer necessary. Older tasks also remain visible until they have been completed.
Sorted, Filtered and Organised by Topic
Less searching, more reliability – structured work instead of file chaos:
A free text search and advanced search filters support the search & find. With just a few clicks, specific documents can be found, sorted or filtered by status – for full control even with large amounts of data.
All invoices, follow-ups and hourly wage statements are clearly organised in the project space according to allocation unit, trade group, date, processing status or invoice type. This also creates order and always remains easy to use via the familiar file tree.
A Flexible Solution
Discover the Comprehensive Possibilities of poolarPROJECT
Monitor project cost trends, tasks, and progress in real time. Generate clear tables and lists at the push of a button. Work from your smartphone or at the office.
Basic Modules
The digital Workspace, with its structured Plan and File Storage, forms the centerpiece of collaboration in construction projects between all project participants. The Workspace follows the principle of a Common Data Environment (CDE) – a centralized platform for project-related information.
Digital, transparent, and structured review of plans, either directly in the online editor or via your own PDF files, including task and deadline tracking.
Efficient creation, linking, and tracking of meeting items and tasks with specific areas for different types of minutes.
Centralized collection of open and finalized decisions. The module ensures transparency of responsibilities and enables clear workflows instead of sprawling email chains across multiple approval levels.
Additional Modules
Digital review, commenting, and approval of invoices, change orders, and hourly work in structured steps – with clear status indicators, deadline tracking, and complete documentation of the approval processes.
Issue Manager according to BCF standards: Distribution, organization, and evaluation of BCF issues directly in the 3D model – regardless of the BIM software used.
Centralized collection, structuring, and maintenance of space-related information—including technical requirements, equipment features, and other project-specific parameters that can be freely configured.
Construction Site Tools
Recording, locating, and processing defects directly on the construction site—including photos, status tracking, and notification of the responsible trades.
Centralized, cross-trade documentation of construction progress – mobile recording and audit-proof storage, including weather data, photo documentation, and automated PDF reports.
Capture, tag, and manage photos—with a structured image database and powerful search and filter logic.
In addition to the browser version, some modules are also optimized for mobile use in the app of the same name, poolarPROJECT.