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Everything you need to know about automated payment management for construction.
Aurex is an operations layer for construction payment workflows. It gives the GC, PM, office admin, and accountant one shared place to track bid awards, invoice intake, payment readiness, and closeout status by project.
Today, the platform is strongest as an internal operator dashboard. It reduces duplicate bookkeeping work, surfaces blocked payments quickly, and keeps the team aligned on what happens next.
The platform connects three systems:
The system follows a simple principle: operators move the workflow forward, and Aurex keeps the state machine honest. Some transitions are automatic, some require a human click, and some still require manual accounting follow-up.
Aurex reduces duplicate entry, but it does not eliminate human review. Operators still handle exceptions, invoice accuracy, and paperwork closeout.
Every awarded bid moves through these states:
Sidebar Navigation:
Dashboard — The main operator screen for the selected project. Summary cards show totals and the lifecycle table shows what is blocked, ready, or closed out.
Award Bids — Review pending bids, choose the winner, and set the deposit percentage that kicks off the workflow.
Projects — Portfolio view across houses/LLCs with budget, phase, and QBO sync status.
Payments — Queue view across projects for AP/accounting. Use it to see what is ready, what is blocked, and what still needs closeout.
Vendors — Operator-facing vendor directory with readiness cues, QBO sync state, and contact completeness.
Audit Trail — Complete log of system actions and user actions.
Docs / Guide — Separate reference pages. Inside the logged-in app they open in a new tab so the operator does not lose dashboard context.
Action Buttons:
Create Bill — Starts the deposit-side accounting handoff for a newly awarded bid.
Confirm Work — PM/super confirms the field work is complete.
Record Invoice — AP records the final invoice details so the item becomes payment-ready.
Execute Payment — Initiates the configured payment path or returns a manual follow-up response if the flow cannot complete automatically.
Aurex connects to QuickBooks Online via OAuth2. In the current product, QBO is still the accounting system of record and Aurex acts as the workflow layer around it.
Creates Vendors in QBO from your contact list (auto-synced on first use).
Creates Classes for each house/LLC so every expense is properly categorized.
Supports bill and payment handoffs so operators know whether something is waiting on QBO, waiting on AP, or waiting on closeout.
Maintains project-level visibility even when the actual accounting step still requires manual review or reconciliation.
The key point: Aurex should make the accountant's work cleaner, not replace QBO. Treat it as the operating layer around the accounting system.
Who decides which vendor wins a bid?
That's still a human decision — the GC or project manager awards the bid. The system just tracks the decision and automates everything that happens after.
What happens if the invoice doesn't match the bid amount?
If the invoice differs from the expected amount by more than 5%, the system flags it for GC review. No automatic payment is created until the variance is resolved.
Do I need to enter anything in QuickBooks manually?
Sometimes no, sometimes yes. Aurex reduces duplicate entry and keeps the lifecycle visible, but the exact accounting step can still depend on your current QBO workflow and manual review process.
How is each house tracked separately?
Each house/LLC is a QBO Class. Every bill and payment is tagged to the correct class, so P&L reports show costs per property automatically.
What are lien waivers?
Arizona requires vendors to provide lien waivers confirming they've been paid. The system tracks conditional and unconditional waiver status for each vendor.
Can the vendor submit their invoice through the system?
Not in the current production workflow. Invoices are still recorded internally, and the public vendor portal remains disabled while access and scoping are tightened.
Is there an API?
Yes. The backend runs on FastAPI with full Swagger documentation. API docs are available at the backend URL /docs endpoint.