// Case study · AR & AP automation

An Operating Layer for Construction Accounting

A leading Southwest Florida general contractor had manual accounting workflows across Procore, Sage Intacct, Miter, and Titanium. Big Robot provided an operating layer that eliminated data entry, preserved human approval, and helped AR and AP move faster with fewer manual checks.

56%Faster owner billingavg 25 → 11 days

42%Faster sub paymentsavg 41 → 24 days

ZeroAccounts payable 90+ days13% → 0%

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.

Owner invoice proof assembly

Every owner invoice needed a backup package, and assembling it was entirely manual.

Every proof had to be pulled from each system and lined up to match the invoice, item by item.
Thousands of line items a month, across 50 to 60 invoices and more than 35 clients.
Doing it by hand ate up much of a full-time role, month after month.
Missing or nonexistent proofs needed to be manually built from scratch.

Owner payment to subs paid

Once owner cash arrived, it was easy to lose track of which subs still needed paying.

Payments, invoices, and project status each lived in a different system, and they rarely lined up.
Clearing a sub to pay meant checking deposits, invoices, insurance, contracts, lien waivers, and PM sign-off by hand.
Manual updates meant no system stayed current enough to trust consistently.
Payment reminders came from frustrated subs.

Billing

The system pulls backup documents from all four platforms, matches them to each invoice line, and shows what's missing. Accounting still reviews and approves every package. Now they check finished work instead of building it from scratch.

Reconciliation

Bank deposits import automatically. Paper checks get read by OCR. Payments match to invoices without data entry. Approved payments push to Intacct and Procore.

Sub pay app review

PMs used to review giant reports by hand. Now they approve, hold, or flag from their phone. Full visibility lets them address issues with their subs quickly and directly.

Compliance

Nothing pays without the right paperwork. Insurance gaps block payment automatically. Contract and requisition issues surface before they become phone calls. Daily emails keep PMs and AP in sync on what's ready, blocked, or 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.

// Results

Owner billing (avg)	25 → 11 days	14 days faster
Sub payments (avg)	41 → 24 days	17 days faster
Over 90 days after owner pay	13% → 0%	long tail gone
Over 60 days after owner pay	22% → 2%	nearly gone

Within 30 days of owner cash, 75% of payment cycles now clear, up from 55%. Day-to-day timing variation roughly halved, so payments are not just faster but steadier.

Production data through June 2026, from 1,213 owner invoices and 7,236 pay applications.