Costs That Arrive Already Coded for the Accounts
No more costs landing on a job with no code, or the wrong one. No more month-end recoding exercise. No more divisional reporting that is only trustworthy once someone has been through it by hand.
Who it's for
Any business where costs reach the job from several directions and somebody in finance sorts out the coding afterwards.
What it saves you
The month-end tidy-up, and the days of the month when you cannot answer a simple question about spend.
Set up time
Most businesses are live within days.
The problem
Costs arrive from everywhere, coded by nobody
- A supplier invoice by email.
- A materials request texted from site.
- A subcontractor's paperwork.
- An engineer's expense.
- A parking charge.
Each one gets onto the job eventually, usually as a value and a description. What it rarely arrives with is the coding. The nominal code it belongs to, the correct VAT treatment, the division or department that should carry it. That gets applied later by whoever in finance is doing the tidy-up, working from context clues and memory.
Which works, in the sense that the numbers come right eventually. But it means every month contains a recoding exercise, and it means management reporting is only trustworthy after that exercise has happened. Ask on the fifteenth what a division has spent on subcontractors this month, and nobody can tell you without a day's work.
None of this is difficult work. It is just that the rules live in one or two people's heads, and the coding happens after the fact rather than at the point the cost lands.
The cost of coding late
This costs you in two ways, and the second is the bigger one.
The first is time. Hours a month of skilled finance time spent recoding lines that could have arrived correct. Take the hours, take the rate, multiply by twelve. It is rarely a small number, and it is work nobody enjoys.
The second is the decisions you do not make. If divisional spend is only reliable after month-end, then for three weeks of every month you are running on estimates. Nobody catches a division drifting over budget on the eighth. Nobody queries a supplier's pricing while the job is still open. The reporting exists, but it arrives too late to act on, so you are paying for numbers you cannot use.
There is a third, smaller price. When the coding rules live in one person's head, the coding stops when they go on holiday.
What the automation does
You set the rules once. This client's costs go to this nominal code, subcontractor costs to that one, and each line carries its own division and VAT treatment. After that, when a cost arrives, Build Concierge:
- Reads it, wherever it came from. An email, an invoice PDF, a text from site, an engineer's note.
- Finds the job it belongs to.
- Applies your coding rules to the line.
- Looks the code up where it varies by supplier or by item, rather than assuming a default.
- Writes the coded line onto the job, with its price. Lines with no price, or no code it can resolve, are held and flagged rather than posted half-formed.
The rules are yours
The automation applies coding you have defined. It does not invent a code it was not given, and it does not quietly pick the nearest one.
What you get
- Costs reaching the ledger correctly coded on the day they happen.
- Finance reconciling rather than recoding.
- Divisional and departmental reporting that is accurate on the eighth, rather than only after the clean-up.
- VAT treated consistently, regardless of who or what added the cost.
- The coding rules written down, and outside one person's head.
Ways to run it
One rule per route.
The simplest and most common. Costs arriving by a given route, or for a given client, carry a set code. Quick to configure, easy to reason about, easy to audit.
Coded by what was bought.
Where the code depends on the item, it is taken from your price list or item records, so the line carries the code that belongs to the thing itself, not the route it came in on.
Division read off the instruction.
Where the department or division is named on the incoming order, it is read from there rather than fixed, which is what multi-division businesses usually need.
Blocked if incomplete.
A line without a price, or without a resolvable code, is flagged for a person instead of posted.
What you need
- Your coding rules, written down. For most businesses this is a short list, and writing it down turns out to be the genuinely valuable part of the exercise.
- Costs arriving somewhere Build Concierge can read them.
- A job management system it can post financial lines into.
Getting set up
- We write the rules down with you. Usually an hour with whoever currently does the coding. Expect to surface one or two rules nobody had ever articulated, and at least one that two people disagree about.
- We build them in. Typically one configuration per cost route. Supplier invoices, site requests, subcontractor costs, expenses.
- We check a month against the old way. The automatically coded lines are compared with what your finance team would have done, before anyone relies on them.
Common Questions
No, and it should not. You define the rules, and the automation applies them consistently, every time. Where a code varies, it is looked up from your own records rather than guessed.
It is flagged for a person, rather than forced into the closest match. A wrong code that nobody notices does more damage than a flag does.
Yes, including different treatments by client or cost type.
No. It codes the cost as it lands on the job, so what flows through to your accounts package is already right when it gets there.
Then the hour spent writing the rules down is worth more than the automation on its own. Several businesses have found that to be the most useful part of the whole exercise.
No. Anything can be changed on the job, just as it can be changed now. The automation sets the starting position, and it sets it right far more often than a rushed manual entry does.
Ready to let the costs code themselves?
Get in touch with the Build Concierge team and we’ll set it up around the way you work.
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