01 · Work before the PO
The work was done on a verbal OK.
A callout or extra scope started before the PO existed. The PO comes weeks later, or never, and the invoice can’t go in without it.
How we prevent itCallouts and extra scope are recorded with who approved them, when, and the reference. Work with no PO number stays flagged on the office board until one arrives.
GuardrailNobody has to remember. The flag stays up until the PO is on file.
Field to Paid →
02 · LEM unsigned
The rep rotated out. The LEM sat.
No signature, no service entry sheet, no invoice. The clock runs while the LEM waits in a truck or an inbox.
How we prevent itThe LEM builds itself from the FLRA and the rep signs it on the foreman’s phone at the tailgate, or from a link the same day. Every unsigned LEM is listed by age, with who it’s waiting on.
GuardrailNo client signature, no invoice. A dispute comes back on the LEM with the rep’s reason, not in an email chain.
Safety & LEM crew app →
03 · Rates didn’t match
A rate from memory, or last year’s sheet.
Accounts payable compares the invoice to the contract. One rate off and it’s rejected at the match.
How we prevent itEvery line is priced from that client’s rate sheet. Rates go in at the office after the client signs, so the field never sees them.
GuardrailEvery change to a rate on an invoice is recorded, with who made it and when.
Field to Paid →
04 · One disputed line
One query held up the whole invoice.
A single line is questioned, or the backup is missing, and the whole invoice goes back to the start.
How we prevent itDisputes are settled on the LEM, before it becomes an invoice. Invoices split by work order, so one question doesn’t hold up the rest.
GuardrailA disputed LEM can’t be billed until it’s revised and signed again.
Field to Paid →
05 · The PO ran out
The work outran the PO.
Callouts and scope growth used up the PO’s value. The work is done; the money waits on an amendment.
How we prevent itEvery PO’s value is tracked against the signed LEMs written under it, as they’re signed.
GuardrailA warning at 75%, so the amendment is asked for while there’s still room on the PO.
Field to Paid →
06 · Portal rejection
The supplier portal bounced it.
A missing PO line, work order or backup, and the invoice is rejected. The clock restarts from zero.
How we prevent itEvery invoice comes out as a package ready to upload: the PO, the work order and the signed backup, together.
GuardrailAn invoice is only ever drafted from a signed LEM, so the backup is always there.
Integrations →
07 · Nobody chasing
It sat in someone’s queue.
Somewhere in the owner’s process, waiting on someone. Nobody knew who, so nobody called.
How we prevent it“Where’s my money” shows every invoice at its owner stage, how long it’s been there and who it’s waiting on.
GuardrailAnything stuck lands on the Monday chase list, with the facts to escalate with.
Field to Paid →