If someone in your office is still keying supplier invoices line by line, you're paying for data entry and inviting errors. There's a better workflow, and it starts with an email address.
1. The bills inbox
Every company in JobGantry gets a dedicated address like bills+token@yourco. Forward or CC a supplier invoice and it becomes a draft bill with the PDF attached, matched to the vendor and ready to review. OCR reads the supplier invoice number and due date right off the document.
2. Vendor coding rules
Set a vendor's default cost category and default job once. From then on, any bill from that vendor — emailed, scanned, or typed — inherits those defaults automatically. The bill arrives already coded.
3. Receiving and the 3-way match
For purchased materials, the field creates a PO. When the goods arrive, mark them received. When the supplier's invoice lands in the inbox, JobGantry auto-matches it to the PO (if the PO number is quoted) or lets AP match it manually. Matching links the bill to the PO, inherits its job and category, closes the PO so the commitment isn't double-counted, and flags any price variance.
4. Post once, sync once
Post the matched bill and it becomes an actual cost and pushes to QuickBooks Online as an AP bill. No double entry, no re-keying for the bookkeeper.
Net result: AP that used to eat hours a week becomes a few minutes of review.