Approval delays
Supervisors need a simple way to review, approve, hold, query, or escalate invoices without creating extra work for AP.
WARECONNECT FOR DATABUILD
Bring control to invoice approvals, commercial exceptions, and payment readiness in Databuild.
WareConnect helps builders and construction businesses using Databuild stay payment-ready with smoother approvals, cleaner invoice flow, earlier overage visibility, and better control over credits, partial payments, extras, supplier reconciliation, and payment-run approvals.
Built for the way Databuild teams actually work - from single-entity businesses to multi-entity groups, and from Databuild-only finance workflows to Databuild connected with Xero or MYOB.
Databuild PO matchingSupervisor approvalsCredits, partials & overagesETS extras controlXero / MYOB bill postingSupplier Statement MatchingPayment Approval Run
THE REAL COST OF INVOICE FRICTION
It is not just data entry. It is delayed approvals, unclear exceptions, and payment runs that are not ready when finance needs them.
For teams using Databuild, invoice processing becomes difficult when approval decisions, credits, partial payments, extras, and overages are managed outside a clear workflow.
AP may be chasing supervisors. Site teams may be approving without full context. Finance may be preparing a payment run while invoices are still waiting on credits, queries, ETS approval, statement reconciliation, or overage decisions.
WareConnect brings these moving parts into one controlled path.
Credits and partial payments
Awaiting-credit items, disputed amounts, and partial-payment decisions need to stay visible before payment stage.
Overage and extras visibility
Invoices that exceed the original PO, or relate to an approved extra, need to be checked before they become payment-run pressure.
Posting confidence
Approved invoices should carry the right supplier, job, cost code, PO reference, entity, and payable amount into the next system.
CONNECT JOB CONTROL WITH FINANCE CONTROL
Databuild provides the job and PO context. WareConnect manages the workflow. Xero or MYOB can manage supplier bills and payments.
Databuild is used to manage estimating, purchasing, jobs, POs, suppliers, and cost-code context.
Some customers use Databuild as the main destination for approved invoice data. Others use Databuild for job estimates and POs, while finance manages supplier bills and payments in Xero or MYOB.
WareConnect connects these workflows by capturing invoices, matching them against Databuild PO and job context, routing approvals, managing exceptions, and exporting approved data to the right destination.
Jobs, POs, cost codes, suppliers, entities and commercial context.
WareConnect workflow controlCaptureMatchRouteExport
Approved data can connect with finance systems where required.
Databuild only
Validate invoices against Databuild POs, jobs, cost codes, suppliers, 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 matching, while Xero or MYOB manages supplier bills and payments. Once approved, WareConnect can update Databuild and post the approved Bill into Xero or MYOB with Job / PO reference details, helping finance cross-check what the invoice belongs to before payment.
The result is a clearer connection between site approval, Databuild job control, and supplier payment processing.
FROM INVOICE RECEIPT TO PAYMENT READINESS
A practical approval workflow built around Databuild operations.
WareConnect helps teams move invoices through a clear approval and exception workflow before they become payment-run pressure.
Invoice receivedCapture and validate2-way matching with DatabuildRoute to approverSupervisor decisionExceptions visibleExportPayment readiness
1. 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. 2-way matching with Databuild
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 stay visible
Credits, overages, partial payments, unclear items, and ETS-related invoice questions remain inside the workflow until resolved.
7. Export to the right destination
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
Whether you manage one entity or many, WareConnect gives your Databuild workflow clearer control.
Some Databuild customers operate through one company. Others manage multiple entities, shared supervisors, shared suppliers, and group-level payment visibility.
WareConnect supports both.
For a single-entity team, the value is cleaner approvals, fewer payment delays, stronger exception control, and better visibility before payment day. For a multi-entity group, WareConnect adds stronger routing, separation, and visibility across entities, supervisors, and AP teams.
Single-entity control
Improve approval speed, invoice visibility, exception handling, and payment readiness within one business.
Multi-entity visibility
Manage invoices, supervisors, suppliers, and approval workflows across multiple entities with clearer separation and control.
Shared AP and supervisor workflow
Give AP, site teams, and finance one practical workflow for approvals, holds, credits, partials, overages, reconciliation, and payment readiness.
SUPERVISOR APPROVALS THAT FINANCE CAN TRUST
Site approvals should not disappear into emails or create payment-run uncertainty.
Supervisors make decisions that directly affect job cost, supplier payments, and cashflow.
WareConnect gives supervisors a clear approval path with the invoice, supplier, PO, job, cost code, and commercial context in front of them. AP and finance can then see the decision, status, comments, and next action without chasing across emails or spreadsheets.
ApproveRejectHoldPartial payAwait creditEscalate overageQuery supplierSend for review
The decision is captured. The status is visible. The payment run is easier to prepare.
OPTIONAL ADD-ON MODULES
Extend WareConnect for Databuild beyond invoice approval.
WareConnect can start with invoice approval and payment readiness, then extend into additional Databuild-connected controls as your process matures.
For customers who want stronger control before invoices arrive, during supplier reconciliation, or before payments are finalised, WareConnect can also support ETS, Supplier Statement Matching, and Payment Approval Run.
Purpose
Control extra-to-schedule requests before they become invoice or payment issues.
Site supervisors can raise ETS requests, record the reason, and send them for estimator review. Once approved, WareConnect can email the supplier an ETS Purchase Order and post the approved ETS into Databuild as a 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.
Purpose
Reconcile supplier statements against received invoices before payment decisions are made.
WareConnect can capture supplier statement lines and match them against received or open supplier invoices, helping identify missing invoices, amount discrepancies, and reconciliation issues before payment.
Statement receivedLines capturedMatched to invoicesMissing invoices highlightedDiscrepancies flaggedCleaner reconciliation
- Identify missing supplier invoices.
- Highlight invoice amount discrepancies.
- Support cleaner supplier reconciliation before payment.
Purpose
Review, approve and finalise supplier payment batches with full invoice and supplier visibility.
Payment Approval Run helps finance move from approved invoices to controlled supplier payment batches. Teams can review supplier and invoice details, select full or partial payment amounts, keep held or disputed items out of the run, route batches for approval, and finalise the payment run with audit history.
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 Approval Run 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 payment readiness.
WareConnect is not just faster invoice processing. It helps Databuild teams control what gets approved, what gets held, what needs review, what gets exported, and what is ready for payment.
- 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.
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.
What if we use Xero or MYOB for supplier payments?
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 Approval Run?
Payment Approval Run 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?
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 approval, credit, overage, ETS, supplier statement, export, or payment-run workflow. We will show how WareConnect can help your Databuild team move from invoice capture to approval, reconciliation, export, and supplier payment readiness with better control.