AI invoicing for construction and maintenance contractors
Your crew sends a WhatsApp.
AI writes the invoice.
No forms or app for your crews, and no typing in the office. Your crew describes the work in a message, in English, Spanish or any other language, and adds a photo. IntoSync AI matches it to the job, prices every line at your rates and has the invoice ready for your approval.
Bring a contract or your price list to the call. We will load it and show you your own rates.
In daily use on live maintenance contracts in the United States.
How it works
One WhatsApp message in. A priced invoice out.
Your crew does not fill in forms or learn an app. They write what they did, the way they would to a colleague, and IntoSync AI takes it from there.
It understands the message
Plain words in English, Spanish or any other language, no codes. It works out which job and site the report belongs to, and asks the crew when it is not sure.
It reads the photos
Pictures are checked for work that was done but never mentioned, so it still reaches the invoice.
It prices every line at your rates
Each item is matched to your contract or price list and priced from it.
It writes the invoice for your approval
The draft waits in the office under your own numbering. Approve it there, or straight from WhatsApp.
Why it pays for itself
It closes the two leaks in field billing
Both start in the field and stay invisible in your accounts until it is too late. That is exactly where IntoSync AI listens.
Extra work no longer goes unbilled
A repair done on the spot used to live in a group chat and never reach an invoice. Now the crew's message and photos are read, and the extra work lands on the draft at your rate.
Invoices go out when the job closes
No more waiting weeks for someone to sort photos, look up rates and type it all up. The draft is ready as soon as the report comes in, so your cash is not stuck in a backlog.
Your rates, your way
Priced from your contract, or from rates you set yourself
When your prices are set in a signed agreement, there is no reason to type them up again. IntoSync AI reads the site list and the rates straight from the contract, including scanned pages, unit rates and regional pricing.
When there is no contract, you enter your own rates. Lines you type on an invoice can also be kept as rates and reused next time. Either way, every invoice is priced consistently.
- Rates extracted from contracts, scanned pages included
- Your own rates entered manually, no contract required
- Regional pricing and your client's own site numbers
Beyond invoicing
The rest of your back office, in the same place
Jobs, crews and scheduling
See who is where, what is done and what is pending. Photos and documents stay with the job, not on someone's phone.
Nothing goes unbilled
Split a large job into separate tasks and see at a glance how many remain unbilled, highlighted in red on the job list.
Clean change orders
Additional work gets its own document and numbering series, and converts into an invoice once approved. Easy to justify when the client asks.
A portal for your clients
Clients see their own jobs and invoices through a one-time sign-in link. No passwords to issue or reset.
Multiple companies
Run several legal entities side by side, each invoicing under its own name and numbering.
Email that files itself
Invoices received by email are read line by line and matched to the right client, contract and site.
Common questions
How long does it take to get started? +
Setup mainly involves loading your contracts or rates and adding your crews' phone numbers. We load your first contract or price list with you during the demo, so you leave the call knowing exactly what remains.
How is it priced? +
Pricing depends on the size of your operation. We give you a figure during the call, once we understand how you work.
Do the crews need training? +
No. They message your company's WhatsApp Business number like any other contact, with text and photos in their own language. There is nothing to install and no account to set up.
Does it read our WhatsApp group chats? +
No. Each crew member writes one-to-one to your company's WhatsApp Business number. Your group chats stay private: only messages sent to that number reach IntoSync AI.
What if the AI gets something wrong? +
Work that matches an item on your rate list is priced from that list, not by the AI. Every line on the draft, matched or not, is in front of you before approval, and you can change or remove any of it.
Does the AI send anything to clients on its own? +
No. The AI drafts and you approve. Nothing reaches a client without a person signing off, and every approval is recorded.
What does it replace? +
The job-tracking spreadsheet, the group chats no one can search, and the hours spent reviewing photos and looking up rates to type invoices. It works alongside your accounting software rather than replacing it.
Does it work with QuickBooks? +
There is no direct QuickBooks integration today. Invoices can be exported to Excel, with numbers, dates, contracts, clients and totals, and their PDFs downloaded in bulk, ready to bring into your accounting software.
What happens to our existing jobs and invoices? +
Your history can be imported, including past invoices, so all records stay in one place and your invoice numbering continues where it left off.
Bring a contract or a price list. We'll show you your own rates.
In 30 minutes, we load your rates live and show your sites and pricing on screen. If it does not fit the way you work, you will know before the call ends.