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Invoice workflow for contractors

Every subcontractor invoice, approved and paid in one place.

Invoxn replaces WhatsApp threads, email attachments, and spreadsheets with one simple workflow: subcontractors submit, you review the proof, approve, and record payment.

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  • Fixed service rates, no surprises
  • Photo proof on every line
  • Clear status from draft to paid

Problem and solution

Invoices shouldn't live in chat threads.

When invoices arrive by message, email, and paper, nobody knows what was done, what was approved, or what is still unpaid. Invoxn gives every invoice one home and one clear path.

Without Invoxn

  • Invoices scattered across WhatsApp, email, and spreadsheets
  • No proof that the work was actually completed
  • Rates and descriptions change from invoice to invoice
  • Subcontractors keep calling to ask "is it approved yet?"
  • Disputes with no record of who decided what

With Invoxn

  • Every invoice submitted in one structured format
  • Photos and notes attached to each service line
  • Service rates set once by the contractor and locked
  • Live status and notifications for everyone involved
  • Rejections with reasons and a full payment history

How Invoxn works

From site work to payment in 7 steps.

Set it up once, then every invoice follows the same simple flow.

  1. Set up your services

    Add the work you pay for, each with a SKU, description, and fixed rate.

  2. Add your subcontractors

    Create their accounts, set an invoice prefix, and assign their services.

  3. Subcontractor creates the invoice

    They pick assigned services and enter quantities. Totals calculate automatically.

  4. Attach proof of work

    Photos and notes for each service line or for the whole project.

  5. Submit for review

    The invoice moves to Pending and you get notified instantly.

  6. Approve or reject

    Check every detail. Rejections include a reason so it can be fixed and resubmitted.

  7. Record the payment

    Add the transaction details. The invoice is marked Paid and the PDF is ready.

Video tutorial See the full workflow from setup to payment.

See Invoxn with your own workflow.

Book a free demo and we'll walk you through setup, approvals, and payments for your team.

Book a free demo

Pricing

Simple plans for every team size.

Every plan starts with a 14-day free trial. Subcontractors use Invoxn free under your plan.

Basic

For small contractor teams

$29/month

14-day free trial

Start free trial
  • Up to 10 subcontractors
  • Up to 50 invoices per month
  • Basic dashboard
  • Mobile app for subcontractors
  • Priority support
  • Sub-admin access
  • Custom branding
Most popular

Teams

For growing contractor businesses

$79/month

14-day free trial

Start free trial
  • Up to 50 subcontractors
  • Unlimited invoices
  • Advanced dashboard and charts
  • Mobile app for contractors and subcontractors
  • Priority support
  • Sub-admin access
  • Custom branding

Enterprise

For large contractor organisations

Custom

Tailored trial and onboarding

Contact sales
  • Unlimited subcontractors
  • Unlimited invoices
  • Advanced dashboard and charts
  • Mobile app for contractors and subcontractors
  • Dedicated support
  • Sub-admin access
  • Custom branding

All prices are in USD and exclude tax. Change or cancel your plan anytime.

FAQ

Questions, answered.

Can't find what you need? Book a demo and we'll walk you through it.

No. Invoxn manages the whole journey of an invoice: submission, review, approval or rejection, and payment tracking, with a full history of every decision.

No. The contractor subscribes and creates accounts for their subcontractors. Subcontractors log in free and their access is linked to the contractor's plan.

Yes. Photos and notes can be added to each service line and to the project as a whole, uploaded from the device or captured with the camera.

A rejection always includes a reason. The subcontractor sees it, corrects the invoice, and submits it again. No phone calls needed.

No. Contractors define services and rates once. Subcontractors only enter quantities, so pricing stays consistent across every invoice.

Yes. Invoxn has a mobile app that uses the same data as the web app. Basic includes it for subcontractors. Teams and Enterprise include it for contractors too.

Yes. Upgrade, downgrade, update your payment method, or cancel anytime from the Billing page in your account.

Testimonials

What is everyone saying?

Contractors and subcontractors using Invoxn to keep invoice approvals clear and on time.

Invoxn finally gave us one place for every subcontractor invoice. Approvals are faster and nothing gets lost in email threads.

James W. General Contractor

I can submit invoices with photos and track status without chasing the office. The workflow is simple and clear.

Emily C. Subcontractor

Service rates stay consistent across projects, and my team always knows what is pending, approved, or paid.

Michael R. Operations Manager

Rejection reasons are written into the system, so rework is quick and disputes are much less frequent.

Sarah B. Project Lead

From draft to paid, every invoice has a clear status. That visibility alone saved us hours every week.

David T. Contractor

Proof images attached to each line make reviews easy. We approve with confidence instead of guessing.

Amanda H. Site Supervisor