Acuamtica Substantiated Billing Demo: Still Manually Compiling Billing Docs?
See how Acumatica eliminates hours of paperwork by generating a fully substantiated invoice in seconds.
If you’ve ever had to prepare substantiated billing documents manually, you already know how painful the process can be.
Invoices are pulled together from information that is spread across multiple tools. Attachments are scattered. Teams spend hours hunting down documentation just to justify a single line item. And by the time everything’s compiled, the deadline has slipped and payment is delayed. Again.
So, what if there was a simpler way?
That’s exactly what we explore in this Acumatica Construction Edition: Substantiated Billing demo, where we walk through how you can create a fully substantiated billing document with just one click.
What Is Substantiated Billing?
Substantiated billing refers to the process of providing supporting documentation for every cost on an invoice. In construction, this often includes:
Receipts or vendor invoices
- Timecards and expense claims
- Material or equipment logs
- Photos, permits, or inspection reports
Clients increasingly demand this level of transparency before releasing payment. And that’s fair. But for most finance teams, pulling it together means long hours, siloed data, and a whole lot of frustration.
This is where Acumatica Construction ERP can do the heavy lifting.
The Problem Most Construction Companies Face
Here’s the reality: Traditional ERP systems and accounting software fall short when it comes to substantiated billing.
Sure, you can generate the invoice. But adding all the supporting documents? That’s still manual. You’re left downloading line items one by one, copying receipts from different systems, and stitching them together in Word or PDF editors. It’s tedious. It’s error-prone. And it keeps your team stuck in repetitive low-value tasks.
Beyond that, it also creates real business risk. Delayed billing leads to delayed payments, which directly impacts your cash flow and margins.
What Our Acumatica Substantiated Billing Demo Shows You
In the video, Michael Figueroa from The Answer Company gives a straightforward walkthrough of how to generate a substantiated billing report in Acumatica Construction Edition. Here’s the core of what you’ll see:
Beyond that, it also creates real business risk. Delayed billing leads to delayed payments, which directly impacts your cash flow and margins.
Select a Project:
From the Construction workspace, navigate to your project and pull up the relevant pro forma invoice.
Run Billing From the Invoice:
No need to run a separate batch or exit the screen. Billing is generated from within the project invoice itself.
Choose Your Pro Forma Invoice for Reporting:
Acumatica lets you select the invoice you want to substantiate. You can filter by date or by invoice number.
Enable Line Attachments:
Simply check “Copy line attachments to report.” That’s it. Acumatica handles the rest—compiling a single, paginated PDF that includes: Line-item details, cost transactions, attached invoices and backup documentation, and expense claims, if applicable
Export and Send:
With one click, you now have a client-ready billing package, complete with every backup document in the correct order.
It’s like your billing team finally got the assistant they’ve always needed.
Watch the video demo now to see it in action, then read on to explore how this functionality fits into your broader business strategy.
Why This Matters: Strategic Deeper Implications
Let’s break this down. This isn’t just about saving time on paperwork. It’s about enabling better business.
1. Faster Invoicing = Faster Payments
When you remove bottlenecks from substantiated billing, you can invoice faster. That means fewer cash flow delays, stronger vendor relationships, and better financial forecasting.
2. Happier Finance Teams
When your team doesn’t have to spend hours cobbling together reports, they can focus on strategy, forecasting, and supporting project delivery. That’s how you turn accounting into a value center, not just a cost center.
3. Greater Client Confidence
Clients appreciate transparency. Sending a clear and complete substantiated bill builds trust. It reduces disputes. And it makes future project negotiations smoother.
4. Audit & Compliance Readiness
When billing documentation is automatically captured and linked, audit prep becomes stress-free. Instead of scrambling to gather files, finance teams can provide a full trail of substantiation instantly. That not only reduces risk but also reassures both clients and auditors.
5. Better Project Visibility for Leadership
Late or incomplete billing doesn’t just delay payments, it clouds the bigger picture. With Acumatica, executives and project leaders get timely, accurate financial data they can trust. That visibility powers better forecasting, stronger profitability, and smarter decisions across the organization.
An Actionable Step You Can Take Today
If your team is still building substantiated billing packages manually, here’s one simple step: Watch the demo video below.
Then ask yourself: “What else could we do if our invoicing process took minutes instead of days? “
It’s not a dream scenario. Acumatica makes it reality, and the setup is more accessible than you might think.
Why The Answer Company
At The Answer Company, we know that the right ERP partner makes all the difference. Named Acumatica’s Construction Partner of the Year 2023, we bring the tools and the expertise to help construction firms simplify billing, strengthen cash flow, and build smarter businesses.
What makes us the go-to Acumatica Partner for Construction?
- Proven Experience: With 30 years in ERP and hundreds of Canadian construction firms served, we’ve seen what works—and what doesn’t.
- Local, Hands-On Support: Our consultants across Canada work side by side with your teams, tailoring Acumatica to your real processes, not forcing you into a template.
- Hands-On, Local Support: With experts across Canada, we provide in-person guidance and ongoing support tailored to your needs.
- Solutions That Scale:From subcontractors to multi-division contractors, we configure Acumatica to fit your business today and evolve with you tomorrow.
For us, success isn’t just about getting software live. It’s about giving your team the clarity, control, and confidence to focus on the work that matters most. That’s why so many construction leaders trust us to guide their ERP journey.
Driving Transformative Results for Construction Firms
Partnering with The Answer Company means unlocking the full potential of Acumatica—and the results speak for themselves:
- Better Collaboration: Real-time data and mobile access keep office staff and field teams aligned, no matter where they are.
- Lower Costs: Streamlined workflows and fewer inefficiencies mean reduced redundancies and better budget control.
- Greater Visibility: Dashboards give leaders a clear view of project progress, profitability, and risks—making it easier to act with confidence.
- Stronger Profitability: By accelerating billing cycles and improving cost control, firms protect margins and ensure projects deliver maximum value.
“The Answer Company is an exceptional business partner for our Acumatica product. From implementation to ongoing support, they have provided excellent service and are extremely knowledgeable.”
—Norman Rousseau, Vice President Finance, Infinity Properties
Partnering with The Answer Company
For us, success isn’t just about getting software live. It’s about giving your team clarity, control, and confidence to focus on the work that matters most. That’s why so many construction leaders trust us to guide their ERP journey.
Ready to build a better business? Partner with The Answer Company and see how Acumatica Construction Edition can transform the way you work.
Frequently Asked Questions about Acumatica Substantiated Billing
Substantiated billing includes detailed documentation for all invoice charges, such as receipts, timesheets, and expenses, used to justify each cost to clients.
Yes. Acumatica creates substantiated billing packages with one click, including line items, cost transactions, and attachments pulled from your project data.
The report can include vendor invoices, expense claims, time entries, and any files attached to line items in the project or invoice.
Yes. Our demo specifically shows substantiated billing for a T&M project using Acumatica’s Construction Edition.
Faster billing means faster client approval and payment, reducing your DSO (Days Sales Outstanding) and improving cash flow.
Yes. Acumatica allows customization of the substantiated billing report layout to align with client-specific formatting or compliance needs.
This report is part of Acumatica Construction Edition’s standard features and can be used without customization.
Once the invoice and attachments are in place, the report can be generated in just one or two clicks. Most users can create a complete billing package in under a minute.
Project accountants, billing coordinators, and finance teams are the primary users. However, project managers may also access these reports to support client communication.
Yes. Acumatica compiles all line item attachments and project billing data into one consolidated, paginated PDF report for easy review and submission.
Yes. Acumatica supports substantiated billing across multiple billing types, including progress billing, cost plus, and T&M.
Absolutely. With Acumatica, you can generate and review the report in PDF format before sending it, giving you full control over what the client sees.
Acumatica doesn’t block the report from being generated, but it gives you the flexibility to include or exclude specific attachments, allowing your team to review before submission.
Yes. With Acumatica, you can update the invoice or project line items with new attachments and regenerate the substantiated billing report at any time.
Yes. Field staff can use Acumatica’s mobile app to upload receipts, photos, and documents directly to the project, making it easier to compile substantiation at the source.
By capturing and linking all documentation to the invoice in real time, Acumatica makes it easy to provide a full audit trail, improving compliance and reducing risk.
Yes. Acumatica includes timestamp and user tracking for attachments, which helps maintain transparency and audit control.
Yes. The report layout can be tailored using Acumatica’s report designer, so you can meet specific client or project billing requirements.
Related Resources
Digital TransformationERPERP Planning
The Key to ERP Success: A True Implementation Partner
Read the Article
Digital TransformationERPERP Planning