📋 Requirements
Before you begin, make sure:
You have access to Buildern.
You have permission to view and manage Bills.
At least one project exists in your account.
👉 Learn more about How to Create a Bill in Buildern
How Emailed Bills Work
When Buildern receives an email sent to one of your bill email addresses:
A new bill is automatically created.
The bill is saved with a Needs Review status.
Attached invoices, receipts, and supporting documents are automatically added to the bill.
Available information from the email is extracted and populated into the bill whenever possible.
Before approving or processing the bill, you can review and verify all imported information.
Buildern supports two methods for receiving bills by email:
Company-level email addresses — Bills are created in All Items > Bills and are not assigned to a project.
Project-level email addresses — Bills are automatically assigned to a specific project.
Access Company-Level Bill Email Addresses
To receive bills that are not automatically assigned to a project:
Navigate to All Items > Bills.
Click Email Bills.
You will see the following email addresses:
Bill Email
Expense Email
Share the appropriate email address with your subcontractors and vendors, or forward invoices to the email address yourself. Once Buildern receives the email, a draft bill will automatically be created for review.
Receive Bills for a Specific Project
To automatically assign incoming bills to a project:
Open the desired project.
Navigate to Bills.
Click Email Bills.
You will see the following email addresses:
Project Bill Email
Project Expense Email
Bill Email
Expense Email
Use the email addresses that include Project to automatically associate incoming bills and expenses with that project.
Using project-specific email addresses helps keep project documentation organized and eliminates the need to manually assign incoming bills to projects.
ℹ️ Note - Every project has its own unique Project Bill Email and Project Expense Email address.
Review Emailed Bills
Newly received bills are automatically created with:
Bill Name: EMAILEDBILL
Status: Needs Review
To locate emailed bills:
Navigate to All Items > Bills, or open the project's Bills page.
Filter the bill list by Email Needs Review status.
To review an emailed bill:
Click the three-dot menu (⋯) next to the bill.
Select View or open the bill.
Review and update the bill details.
Complete Bill Information
Before processing the bill, verify and complete all necessary information.
Name
Project
Pay To (Vendor/Subcontractor)
Date
Due Date
Cost Line Items
Bill ID
Related Purchase Order or Subcontract
Bill Reference
Notes
Payment Reminders
Attachments
Accounting Integration Information (QuickBooks or Xero)
Payment History
After reviewing the information click Save. The bill will be converted from Needs Review to Draft, allowing it to continue through your normal approval and payment workflow.
With these steps, you'll be able to keep your data updated and organized with ease.
Happy Building!