Checking fit-out and interiors supplier invoices
A fit-out runs on a board and ceilings supplier: plasterboard by the sheet, studs and track by the length, compound by the bag, ceiling tiles by the square metre and insulation by the pack, with stocking to the floor on top.
Who you buy from, and how it's billed
Each board and stud comes in several thicknesses and lengths at different prices, and on a commercial job the lot is often priced on a quote for that job.
- Board and ceilings suppliers
- Plasterboard by the sheet, in each thickness, length and type: standard, moisture-resistant, fire-rated and acoustic.
- Steel framing
- Studs, track and furring channel by the length, with the base metal thickness (BMT) in the price.
- Compounds, cornice and fixings
- Base coat and cornice adhesive by the bag, topping compound by the bucket, cornice by the length and screws by the box.
- Ceilings and insulation
- Ceiling tiles by the square metre or the carton, grid by the length, and batts by the pack.
- Stocking and delivery
- Stocking, when the supplier carries board up to the floor it's for, often billed per sheet, and delivery per drop.
What CostCode checks, and from when
Anything it can't check yet shows as Unverified, with the reason. It's never marked as fine. Why a line is unverified
From your first invoice
The same invoice twice, GST over ten per cent, or no ABN on a tax invoice.
Once a supplier has billed you a few times
A price up on what you've paid before, once there are three earlier prices. Kept between you and CostCode.
Once your prices are in
Import each supplier's price list from a spreadsheet or a PDF, or let CostCode suggest one from invoices you've already uploaded, for you to confirm.
Studs and track above the agreed price per length
CheckedEach line against the price list in force on the invoice date, compared to four decimal places, with the difference worked out on every length billed.The job's quote not applied
CheckedLoad the supplier's quote as that job's own prices, with the date it's valid until, and it's used on that job's invoices ahead of the supplier's prices for every job.Board billed per square metre when you agreed per sheet
CheckedHeld as billed in a different unit, with both shown. CostCode doesn't work out the square metres in a sheet.Screws or batts by the box or pack against a price each
Asks you firstA box or pack can hold any number, so the line shows as Unverified, asking how many are in one.Stocking billed above what you agreed
CheckedStocking billed per sheet is an item like any other: put it on the price list and it's checked. With nothing agreed, the line shows as Unverified, with the reason.Delivery and small-order fees
CheckedChecked against the charge you agreed: a flat fee per drop, or a share of the goods. With nothing agreed, the line shows as Unverified, with the reason.More board or framing billed than you ordered
Checked, for you onlyOnce your purchase orders are loaded, a line billed past the quantity ordered on its PO holds the invoice for you to look at, as does a PO number that isn't on file. Kept between you and CostCode.
A worked example, made up
Sample Board and Ceilings (made up)
SAMPLE-3358
Held$189.00
| Item | Amount | Your prices |
|---|---|---|
| 64mm steel stud 0.55 BMT 3.0m length420 LEN × $8.35 | $3,507.00 | Above the agreed rate$189.00 over |
| Above the agreed rate. Agreed $7.90 per length on the price list from 1 Jul 2026 | ||
420 lengths at $8.35 against an agreed $7.90 per length is $189.00 over (5.7%). That's at least $25 and 3%, the default floors, so the invoice is held.
Studs and track go onto a fit-out by the hundred, so cents on each length become dollars on the invoice.
What CostCode doesn't check
- Sheets billed against what was stocked on each floor. CostCode doesn't read delivery dockets or count what was stocked, so the sheets billed are yours to check.
- Sheets and lengths billed against your take-off.
- Whether the board type billed, moisture-resistant or fire-rated, is the one specified.
- Credits for returned board. A credit line isn't price-checked.
Questions
Our board supplier quoted the job. Can CostCode check invoices against the quote?
Yes. Load the quote for that job, with the date it's valid until, and its prices are used on that job's invoices ahead of the supplier's prices for every job. A line is checked against the quote when it carries the same item code or wording.
Board comes billed by the sheet on one invoice and by the square metre on the next. What happens?
A line billed per square metre against a price per sheet is held as billed in a different unit, with both shown. CostCode doesn't work out the square metres in a sheet, so you decide whether the money is right, and nothing goes to the supplier unless you send it.
Does CostCode check stocking and delivery?
Stocking billed per sheet is checked like any item on your price list. Delivery is checked against the charge you agreed: a flat fee per drop, or a share of the goods. With nothing agreed, either shows as Unverified, with the reason.
Got a supplier invoice handy? Check it now.
About ten seconds. No account. We don't keep the file.
Or start free: 20 invoices a month, no card