Learn how oil and gas invoicing software helps teams automate invoice capture, coding, approvals, duplicate detection, and payment workflows.
Paying an invoice is the easy part. The hard part is everything that has to happen before anyone is allowed to pay it — and in most field offices, that work is done by hand.
A field ticket becomes a PDF. The PDF becomes an email. Someone opens it, types the vendor and the amount into a spreadsheet, decides which well the cost belongs to, walks it down the hall for a signature, and eventually cuts a check. Every one of those handoffs is a chance to key a number wrong, miss a due date, or pay the same invoice twice.
So when an operator goes shopping for “invoicing software,” storing the PDF is table stakes. The system has to read the document, know which well and AFE the cost belongs to, catch the duplicate, route it to whoever is actually allowed to approve that dollar amount, pay it, and land it in the books coded the way the accountant expects.
The measure of AP software isn’t how fast it pays. It’s how few times a person has to touch an invoice before it’s paid.
Here is what that pipeline looks like end to end, and what each stage has to get right.
Vendors email invoices the way they always have. PDFs and phone photos of a field ticket both work — no template setup, no portal your vendors have to learn.
Header and line items are read off the page, coded to a GL account and a cost entity, and checked against every bill already in your org.
Routed to the right approvers by policy, paid by ACH or mailed check, then written back to QuickBooks or Quorum with the coding intact.
Generic AP tools were built for a company that buys laptops and office snacks. One vendor, one amount, one expense category, done. Oil and gas does not work like that.
A single water-hauling invoice can cover six wells across two leases. The bill has to be split, each piece coded to the right well or AFE, and then — if the well is non-operated or has partners — carried through to a joint interest billing so everyone pays their share. Get the well wrong and the JIB is wrong, which means the partner statement is wrong, which means a phone call three months later.
That is the real job: not capturing the invoice, but attaching the right operational context to it before it moves.
Intake should require nothing of your vendors. In Joltly, invoices land in a dedicated inbox and the pipeline takes over from there.
PDFs, scans, and photos (PNG, JPG, WEBP, TIFF) are all accepted. No per-vendor templates to configure and nothing for the vendor to sign up for.
A vendor invoice and an inbound JIB statement look similar and behave completely differently. Each attachment is classified before extraction so a partner statement isn’t processed as a one-line bill.
Vendor, invoice number, invoice date, due date, subtotal, tax, total, PO number and payment terms — plus each line’s description, quantity, unit price, amount, service date, and any well or lease named on the face of the document.
If the line items don’t sum to the stated total, extraction re-runs rather than quietly handing you a bill that doesn’t foot. Multi-page invoices are merged and de-duplicated into one record.
Reading an invoice is a solved problem. Deciding that this line belongs to that well, on that AFE, in that expense account, is the part that eats an afternoon a week. It runs on layers.
Each line gets a suggested GL account, class, customer/job, and well or AFE, inferred from the vendor and the line description.
Well, field, and operating-group names are matched against your actual master data rather than left to the model to guess. If the invoice says a well name you own, it resolves to that well.
Per-vendor rules keyed on description keywords can pin the GL account, well or AFE, class, and customer/job. When a rule fires, it overrides the AI suggestion — the machine does not get to second-guess a decision you already made.
Coding auto-applies only above a confidence threshold or on a hard entity match. Below it, the bill still lands in review coded — but flagged, so a human looks before it moves.
Rules are proposed from your own correction history and sit inactive until someone approves them. Nothing starts coding your books on its own.
Duplicate payments are the most expensive routine mistake in AP, and they almost never look like duplicates. The same invoice arrives twice with a different file name, or a vendor re-sends it with an extra dash in the number.
Joltly compares normalized invoice numbers — ignoring case, separators, and leading zeros — and separately flags same-vendor, same-amount bills dated within thirty days of each other. Canceled and archived bills are excluded so old noise doesn’t bury real matches.
Approvals then run on policy rather than on who happens to be in the office. Rules match on amount, vendor, or category, and each rule declares who approves and how many of them have to sign. A $400 rental and a $40,000 completion invoice should not take the same path, and under a policy engine they don’t.
An approved bill should be payable without leaving the software. Joltly pays vendors two ways, and records the third.
Bank details are collected once from the vendor and reused. Same-day is there for the invoice that should have gone out Friday.
Plenty of vendors still want paper. Checks are printed and mailed for you — USPS First Class through FedEx Overnight — and tracked from printed to mailed to delivered.
Wires and hand-written checks can be marked as paid so the bill closes out and the books stay complete.
Remittance emails fire on their own — when the ACH starts processing, or when the check is actually mailed — with the amount, the method, and the last four of the account. That is most of your “did you pay us?” calls, gone.
AP software that stops at “paid” just moved the re-keying to the end of the month. The coding has to survive the trip into your system of record.
Inbound JIB statements get the same treatment. They’re classified as JIBs, extracted page by page, merged into a single bill against the operator, and coded to your own cost entities — so a partner statement becomes a coded payable instead of a PDF someone re-types.
Most invoicing software demos look identical. These are the questions that separate them.
If the answer is “you can use a class for that,” you are going to be maintaining a workaround forever.
You should be able to see why a line was coded the way it was — which rule fired, or how confident the model was.
Software that hands you a payment file has left the last mile — and the reconciliation — on your desk.
A one-way export is a CSV with extra steps. Ask specifically what syncs, in which direction, and what happens when a sync fails.
This is the question that thins the field fastest. Most AP tools have never seen one.
Bring a stack of last month’s bills — including the ugly ones. We’ll run them through capture, coding, approvals, and payment on a call and you can judge the coding against what your team would have done.
Get quick answers to common queries in our FAQs.
You only pay for what you use — no seat fees and no modules you don't need. Pricing is a monthly platform fee plus usage on documents processed, ACH payments, mailed checks, and the workflows you turn on. We size it to your actual monthly close so it scales with the work, not your headcount.
A smaller operator running 25 documents, 10 ACH payments, and 2 mailed checks a month would be priced on that exact volume. A larger operator at 100 documents, 50 ACH payments, and 10 checks pays predictably more. You always know what you're spending because it tracks the actual close.
Joltly connects directly to QuickBooks and Quorum On-Demand Accounting, and supports file-based export workflows for systems like PakEnergy and Integra. It manages accounts, items, vendors, partner mappings, JIB clearing, revenue liabilities, and netting accounts inside your existing setup.
Both sides of settlement. On expenses: invoice review, GL coding, approvals, JIB creation, ACH and check payments. On revenue: statement OCR, partner distributions, remittance emails, and netting between JIB receivables and revenue payouts — so your team replaces spreadsheet work and email follow-up during close.
Yes. Your wells, partners, revenue interests, GL mappings, approval flow, export formats, and partner-facing statements are configured per operator. Most customers go live on their existing chart of accounts and ERP setup — no rebuild required.
Faster than most teams expect. Your AP workflow can be live in less than a week — and you don't need to change your current accounting system. Revenue typically takes about two weeks. The only thing we need from you is a sample revenue statement so we can train the AI on your format.
We set up a Microsoft Teams channel or email channel for your team — whichever you prefer. You'll also get the founders' phone numbers for text messaging when you need a fast answer.
