Case Study// Case study · AR & AP automation
A leading Southwest Florida general contractor had accounting workflows trapped between Procore, Sage Intacct, Miter, and Titanium. Big Robot built the operating layer that eliminated data entry, preserved human approval, routed exceptions, and helped AR and AP move faster with fewer manual checks.
// The problem
Each system holds a piece of the billing and payment picture, but no cohesive flow connected the data across them. Billing and payments never moved as one continuous process.
People filled the gaps between them by hand, costing weeks of accounting effort and leaving both sides chronically behind.
Every owner invoice needed a backup package, and assembling it was entirely manual.
Once owner cash arrived, it was easy to lose track of which subs still needed paying.
// What was built · AR
Every month, accounting built backup packages for each owner invoice by hand, pulling cost reports from Intacct, then hunting through Miter for payroll receipts, Procore for subcontractor invoices, and Titanium for overhead bills. Every proof had to be found, matched to the right line item, and placed in the correct order.
Big Robot built a system that pulls backup documents from all four source systems automatically.
When accounting requests an invoice backup, the system gathers the matching receipts, invoices, and timesheets from all four source systems, orders them to follow each invoice line, and flags anything missing. Gaps show up by source instead of at random, so the team can see exactly what to chase and close it before the package goes out.
It also handled the billing rules that made the packages hard to standardize: rolling General Conditions in or out, generating proofs for custom line items, applying below-subtotal service fees, and routing packages through PM and Project Executive approval. When the package is ready, the system exports an attractive, highly readable PDF where each line item links directly to its supporting proof, then locks the approved package into cold storage so accounting has a durable archive.
The team still reviews and approves every package. The assembly work that used to take weeks now happens in days.
// What was built · AP
This work became two new workflows. Reconciliation matches incoming owner payments to the right invoices automatically, ending the manual data entry it used to take. Compliance checks and approvals now live in one view, easy for project managers to clear and fully visible to accounts payable.
A bank integration imports deposits automatically, and uploaded paper checks are read by OCR.
Accounting verifies each payment against its owner invoice; approval then pushes it into Intacct and Procore automatically.
Incoming payments and completed reconciliations trigger immediate notifications to PMs for approval.
PMs see their subcontractor payment items in one mobile-first view with enough context to approve, hold, or flag.
Insurance, contract, and requisition issues block payment automatically; lien-waiver gaps stay visible but do not hold up review.
PMs and AP get daily emails organized by action: ready to approve, blocked, on hold, or approved and waiting.
Accounting keeps full control over every payment. The system handles research and coordination. Manual data entry is gone, and so are the errors it caused. The team is elevated to handling exceptions and paying subs on time.
// Combined results
Production data through June 2026, from 1,213 owner invoices and 7,236 pay applications.
Distribution & service levels
| p90 | Std dev | IQR | <= 30d | <= 45d | <= 60d | |
|---|---|---|---|---|---|---|
| Owner billing | 46 -> 20 | 16.1 -> 7 | 15 -> 9 | 77% -> 98% | 90% -> 100% | 96% -> 100% |
| Subcontractor payment time | 98 -> 68 | 29.9 -> 16.4 | 30 -> 20 | 9% -> 18% | 30% -> 55% | 59% -> 83% |
| Owner pay -> subs paid | 105 -> 41 | 44.7 -> 14.5 | 46 -> 16 | 55% -> 75% | 69% -> 95% | 78% -> 98% |
Within 30 days of owner cash, 75% of payment cycles now clear, up from 55%, and day-to-day timing variation roughly halved.
// About Big Robot
Big Robot builds secure AI operations for private business workflows. We connect the systems a company already runs through a trusted data layer, with human controls, approved agents, and practical delivery.
That work draws on over 20 years of software development experience building products, automation systems, and operational tools for real business workflows.
Strongest today in construction back-office operations.
Security comes first in everything we build. Your data stays protected, and your team always has the final say.
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