The Challenge
Not every cost belongs to the same bucket. Some vendor invoices need to be billed straight back to a client, while others are simply the cost of doing business, and getting that distinction wrong affects both margin and client trust.
- Vendor invoices arrive scattered across email with no consistent way to flag billable versus non-billable status
- Manually cross-referencing invoices against client agreements is slow and easy to get wrong
- Missed billable costs quietly erode project margin
- Reconciling cost allocation at invoice time, rather than after the fact, is hard to do consistently
The Autohive Solution
The agent handles the capture and filing step so your team can focus on the billing decision, not the data entry.
Automatic Invoice Capture
The agent scans your Gmail inbox for vendor invoices and pulls the key details, vendor, amount, date and reference number, without manual entry.
Structured Expense Filing
Every captured invoice is filed as an expense claim in Projectworks, matched to the correct client, project and task based on the context in the email.
Ready for Billing Classification
Once claims are filed, your team can tag them as billable or non-billable directly in Projectworks, creating a single, consistent source of truth for cost allocation.
Benefits
- Single source of truth - All vendor invoices land in one place, ready for billing classification
- Reduced margin leakage - Billable costs are captured and coded before they slip through the cracks
- Faster reconciliation - Cost allocation decisions happen against complete, organized data rather than a scattered inbox
- Consistent client billing - Every invoice follows the same capture-to-classification process
How It Works
- Automatic capture - The agent scans your inbox for vendor invoices and attachments
- Filed and matched - Expenses are extracted and filed in Projectworks against the correct client and project
- Classify and reconcile - Your team tags each claim as billable or non-billable for accurate client billing
Getting Started
- Sign up at app.autohive.com
- Connect your integration from the marketplace
- Configure your automation
- Deploy your agents
