Approval delays
Supervisors need a simple way to review, approve, hold, query or escalate supplier invoices without relying on email or spreadsheets.
WareConnect forDatabuild
Bring control to Databuild invoice approvals, commercial exceptions and payment readiness.
WareConnect helps builders and construction teams using Databuild manage supplier invoices through a clearer approval workflow - with Databuild PO and job context, stronger exception visibility and better control before payment.
Built for the way Databuild teams operate, WareConnect can support a Databuild-only workflow or connect approved data with Xero or MYOB where required.
Databuild PO matchingSupervisor approvalsCredits, partials & overagesETS extras controlXero / MYOB bill postingSupplier Statement MatchingPayment Run Approval
THE REAL COST OF INVOICE FRICTION
The real cost of Databuild invoice friction is delayed approvals, unresolved exceptions and payment runs that are not ready when finance needs them.
For teams using Databuild, supplier invoice processing becomes difficult when approval decisions, credits, partial payments, extras and overages are managed outside one clear workflow. AP may be chasing supervisors while finance is preparing a payment run. WareConnect brings these moving parts into one controlled path.
Credits and partial payments
Awaiting-credit items, disputed amounts and partial-payment decisions remain visible before payment.
Overage and extras visibility
Invoices that exceed the original PO or relate to an approved extra can be checked before they become payment-run pressure.
Posting confidence
Approved invoices should carry the right supplier, job, cost code, PO reference and entity into the next system.
CONNECT JOB CONTROL WITH FINANCE CONTROL
Databuild provides the job and PO context. WareConnect manages the invoice workflow. Xero or MYOB can manage supplier bills and payments.
Databuild remains the source of job, PO, cost-code, supplier and entity context. WareConnect uses that context to validate supplier invoices, route approvals, manage exceptions and export approved data. Where Xero or MYOB is used for supplier bills and payments, approved data can continue into that finance workflow.
Jobs, POs, cost codes, suppliers, entities and commercial context.
WareConnect workflow controlCaptureMatchRouteExport
Approved data can connect with finance systems where required.
Databuild only
Validate supplier invoices against Databuild PO, job, cost-code, supplier and entity context. Manage approvals and exceptions in WareConnect, then update Databuild with approved invoice data.
Databuild + Xero or MYOB
Use Databuild for PO, job and cost-code context while WareConnect manages the approval workflow. Approved data can then be posted to Xero or MYOB, and Databuild, with the relevant job/PO references for finance cross-checking.
The result is a clearer connection between site approval, Databuild job control, and supplier payment processing.
FROM INVOICE RECEIPT TO PAYMENT READINESS
A practical Databuild invoice approval workflow from receipt to payment readiness.
WareConnect moves supplier invoices through capture, Databuild validation, supervisor approval and exception handling so finance can see what is approved, what is held and what is ready for the next payment run.
Supplier invoice receivedCapture and validateMatch against Databuild PO and job contextRoute to the right approverSupervisor decisionExceptions remain visibleExport approved dataPayment readiness
1. Supplier invoice received
Invoices arrive by email, portal, or upload and enter one controlled queue.
2. Capture and validate
Supplier, invoice details, PO, job, cost code, entity, GST, totals, and business rules are checked against available Databuild context.
3. Match against Databuild PO and job context
Invoices are matched against Databuild PO and job context so AP and approvers can see what was ordered, what is being invoiced, and what needs review.
4. Route to the right approver
Invoices are routed based on job, supplier, cost centre, department, value, supervisor, or agreed business rules.
5. Supervisor decision
Supervisors can approve, reject, hold, partial pay, await credit, query supplier, or escalate an overage.
6. Exceptions remain visible
Credits, overages, partial payments, unclear items, and ETS-related invoice questions remain inside the workflow until resolved.
7. Export approved data
Approved data can update Databuild and, where required, post the Bill into Xero or MYOB with Job / PO references for finance cross-checking.
8. Payment readiness
Finance can see what is approved, what is held, what needs action, and what is ready for the next supplier payment run.
FLEXIBLE FOR HOW YOUR BUSINESS IS STRUCTURED
Clear Databuild AP workflow for one entity or a multi-entity group.
Whether you operate one company or multiple entities with shared supervisors, suppliers and AP teams, WareConnect gives you a consistent approval and exception workflow around Databuild - with clearer visibility before payment.
Single-entity control
Improve approval speed, supplier invoice visibility, exception handling and payment readiness within one business.
Multi-entity visibility
Manage supplier invoices, supervisors and approval workflows across multiple entities with clearer separation and control.
Shared AP and supervisor workflow
Connect AP, site teams and finance through one clear workflow to manage approvals, credits, partial payments, overages and payment readiness.
SUPERVISOR APPROVALS THAT FINANCE CAN TRUST
Site supervisor invoice approvals that finance can trust.
Supervisors can review supplier invoices with their Databuild job and PO context, then approve, reject, hold, part-pay, request credit or escalate an overage. Finance keeps visibility of the decision and what happens next.
ApproveRejectHoldPartial payAwait creditEscalate overageQuery supplierSend for review
The decision is captured, the status stays visible and the payment run is easier to prepare.
OPTIONAL ADD-ON MODULES
Extend WareConnect for Databuild beyond invoice approval.
Start with supplier invoice approval and payment readiness, then extend control into extras, supplier statement reconciliation and payment-batch approval where those processes are required.
ETS Module
Control extra-to-schedule requests before they become invoice or payment issues. Site teams can raise ETS requests, record the reason and route them for estimator review. Once approved, the ETS is created in Databuild, and the related Extras Purchase Order is issued to the supplier via email. The supplier invoice can then be matched against the approved ETS Purchase Order.
When the supplier invoice arrives, WareConnect can match it against the original PO and approved ETS PO.
Site raises ETSReason recordedEstimator reviewsETS PO emailedPosted to DatabuildInvoice matched to original PO + ETS PO
- Extras are approved before supplier invoices arrive.
- Approved ETS requests are posted into Databuild as Purchase Orders.
- Supplier invoices can be matched against the original PO and ETS PO.
Supplier Statement Matching
Reconcile supplier statements against received or open supplier invoices before payment decisions are made. Identify missing invoices, amount discrepancies and reconciliation issues earlier.
Statement receivedLines capturedMatched to invoicesMissing invoices highlightedDiscrepancies flaggedCleaner reconciliation
- Identify missing supplier invoices.
- Highlight invoice amount discrepancies.
- Support cleaner supplier reconciliation before payment.
Payment Run Approval
Review and approve supplier payment batches with invoice and supplier visibility. Confirm full or partial payment amounts, hold or adjust disputed items and retain an approval history before finance completes payment in the relevant finance system.
Where Xero or MYOB is used, WareConnect can support posting the approved payment details into the finance system. The AP Clerk can then continue in Xero or MYOB to download the ABA/bank file and complete the banking upload using the existing finance process.
Approved invoices readyPayment batch preparedDetails reviewedFull/partial payments selectedBatch approved or adjustedPosted to Xero/MYOB where applicableAP completes banking in finance system
- Review supplier payment batches before finalisation.
- Confirm supplier, invoice, and payment amount details.
- Keep held or disputed items out of the payment run.
- Maintain approval history and payment-batch visibility.
ETS controls extras before invoice stage. Supplier Statement Matching supports reconciliation before payment. Payment Run Approval controls what is finalised for supplier payment.
LESS CHASING. BETTER CONTROL.
A cleaner weekly rhythm for AP, supervisors, estimators, and finance.
WareConnect improves the parts of the workflow teams feel first: approval speed, exception visibility, extras control, supplier reconciliation, payment readiness, and confidence in what is ready to move forward.
Less chasing before payment runs
AP can see what is pending, approved, held, awaiting credit, disputed, or ready for payment.
Cleaner supervisor and estimator decisions
Approvals, ETS requests, overages, and exception decisions are captured in the workflow.
Better supplier reconciliation
Supplier statements can be checked against received invoices so missing invoices and amount discrepancies are visible before payment.
Cleaner export and cross-checking
Approved invoice data can update Databuild and, where required, post into Xero or MYOB with Job / PO references.
More confidence before payment
Finance has a clearer view of what can be paid, what should stay on hold, and what still needs action.
OPTIONAL AUTOMATION AND VERIFICATION SUPPORT
High automation where possible. Human oversight where it matters.
WareConnect can help move routine invoice work faster while keeping approvals, exceptions, and commercial decisions under control.
The aim is not blind automation. The aim is faster payment readiness with validation where needed, straight-through processing where appropriate, and human oversight for edge cases.
Clean, matched items can move forward with less manual effort. Credits, overages, low-confidence items, ETS-related questions, and complex exceptions stay visible for review before they affect approvals or payment runs.
Corrections and validations can also help improve straight-through processing over time.
Capture invoicesCheck Databuild contextValidate PO/job/entity/totalsConfidence decisionClean items move forwardExceptions visiblePost approved dataImprove STP
Customer-managed exception review
Your team reviews unclear items, credits, overages, ETS-related questions, and low-confidence invoice details inside the WareConnect workflow. Best suited when your internal AP or commercial team wants to retain direct control of exception handling.
DataDevice-managed verification support
DataDevice verification operators can review exceptions and support accuracy under the agreed service model. Best suited when you want additional operational capacity for validation, correction, and exception handling.
Hybrid service model
Routine work can move automatically, while selected exception types are reviewed by your team or by DataDevice depending on the agreed process. Best suited when you want automation, internal control, and external support working together.
Automation accelerates routine work. Human oversight protects the commercial decisions that matter.
CAPABILITY OVERVIEW
Explore the controls behind stronger Databuild invoice processing and payment readiness.
WareConnect combines supplier invoice capture, Databuild PO/job matching, supervisor approvals, exception control and optional reconciliation/payment modules in one controlled workflow.
- Supplier and invoice detail capture
- PO, job, cost code and entity validation
- Duplicate invoice checks
- Invoice-to-PO matching
- GST, totals and business-rule checks
- Routing by job, supplier, cost centre, department, value, or supervisor
- Daily approval visibility
- Mobile-friendly supervisor workflow
- Approve, reject, hold, partial pay, query, or escalate
- Reduced AP follow-up before payment day
- Databuild-only workflow support
- Databuild + Xero or MYOB workflow support
- Approved Bill posting into Xero or MYOB where required
- Job / PO references included for finance cross-checking
- Cleaner connection between Databuild job control and finance processing
- Site supervisor ETS request
- Reason capture for the extra
- Estimator review and approval
- ETS Purchase Order emailed to supplier
- Approved ETS posted into Databuild as a Purchase Order
- Later invoice matching against original PO and ETS PO
- Supplier statement line capture
- Matching against received or open invoices
- Missing invoice identification
- Amount discrepancy visibility
- Supplier payment batch review
- Full or partial payment selection
- Payment batch approval workflow
- Audit history for payment batches
- Posting payment details to Xero or MYOB where applicable
- Central document repository
- Search and retrieval
- Approval and exception status
- Payment-readiness reporting
- Audit trail of actions, comments and approvals
- Straight-through processing for clean matched items
- Exception routing for unclear or low-confidence items
- Customer-managed, DataDevice-managed, or hybrid review model
PRACTICAL QUESTIONS
Commercial control that complements the way your Databuild business already works.
Common questions about Databuild supplier invoice approvals, PO/job matching, finance-system connections, exceptions and payment readiness.
How does WareConnect match supplier invoices to Databuild POs and jobs?
WareConnect uses Databuild PO, job, cost-code, supplier and entity context to validate supplier invoices and route them through the approval workflow. Invoices are checked against the relevant PO and job information so differences remain visible before approval.
How does WareConnect manage Databuild invoice approvals and exceptions?
WareConnect routes invoices to the appropriate supervisor or approver using the configured business rules. Approval, hold, credit, partial-payment and overage decisions stay visible to AP and finance with comments, status and audit history.
How does supplier statement matching support payment readiness?
Supplier Statement Matching reconciles statement lines against received or open supplier invoices to identify missing items, amount differences and reconciliation issues before payment decisions.
Does WareConnect replace Databuild?
No. Databuild remains central to estimating, purchasing, jobs, POs and cost-code context. WareConnect complements it by managing invoice capture, approval, exception handling, export, and payment-readiness workflows.
Is WareConnect only for multi-entity businesses?
No. WareConnect supports single-entity businesses and multi-entity groups. Single-entity teams benefit from cleaner approvals, stronger exception control, and better payment readiness. Multi-entity groups also gain stronger routing, separation, and visibility across entities.
How does WareConnect work with Databuild and Xero or MYOB?
WareConnect can validate invoices against Databuild PO and job context, then post approved Bills into Xero or MYOB where required. Job / PO references can be included to help finance cross-check what the invoice belongs to before payment.
Can WareConnect support Databuild only?
Yes. If Databuild is your main destination for approved invoice data, WareConnect can manage invoice validation, approval, exceptions, and export back into Databuild.
Can supervisors approve from site?
Yes. Supervisors can review invoices through a practical workflow with the invoice, supplier, PO, job, cost code, and commercial context needed to approve, hold, reject, partial pay, query, or escalate.
How are credits, partial payments and overages handled?
Teams can hold for credit, partial pay, reject, query, or escalate issues through a visible and auditable workflow before payment stage.
How does the ETS Module help?
WareConnect ETS allows site supervisors to raise an ETS request, record the reason, send it for estimator approval, email the approved ETS Purchase Order to the supplier, and post the approved ETS into Databuild as a Purchase Order. When the invoice arrives, WareConnect can match against the original PO and ETS PO.
What is Supplier Statement Matching?
Supplier Statement Matching helps reconcile supplier statement lines against received or open invoices, so missing invoices, amount discrepancies, and reconciliation issues can be identified before payment decisions are made.
What is Payment Run Approval?
Payment Run Approval helps finance review, approve, and finalise supplier payment batches with full invoice and supplier visibility. Where Xero or MYOB is used, approved payment details can be posted into the finance system, and the AP Clerk can then continue the ABA/bank-file and banking upload process in Xero or MYOB as normal.
Can DataDevice help with exception review?
Yes, depending on the agreed service model. Exception handling can be customer-managed, DataDevice-managed, or hybrid.
How much process change is required to add WareConnect to Databuild?
The goal is practical adoption. WareConnect connects routine invoice work, supervisor decisions, ETS extras, AP control, finance export, reconciliation, and payment readiness without asking teams to abandon the Databuild processes they already rely on.
SEE WARECONNECT IN ACTION
Bring control to your next Databuild payment run.
Show us your current supplier invoice, approval, exception or payment-run workflow. We will show how WareConnect can help your Databuild team move from invoice capture to approval, reconciliation, export and payment readiness with better control.