Vendor invoices on a job

The vendor invoice register lists every bill a contractor has sent for a job — work sent to a vendor without a purchase order, such as a breakdown call-out — so a buyer can see what has come in and what is waiting on them without opening jobs one at a time.

If you don’t see this in your navigation, your administrator can switch the module on under Administration → Modules, or it may not be included in your plan.

The vendor invoice register, with one invoice awaiting a decision and one accepted

This is a different document from a supplier invoice on a purchase order, which bills an order and is matched three ways against what was ordered and received. A vendor invoice here bills a job. If a bill carries a purchase order number, it belongs on that order.

How an invoice arrives

A vendor invoice lives on the work order it bills, in the Vendor Invoices section, beside the Vendor Quotes section that holds what the vendor proposed to charge before the work.

Route	Who	How
Submitted by the vendor	A vendor contact with a portal login	Submit your invoice on the job assigned to them
Recorded by you	Anyone holding Submit an invoice for a job, or record one that arrived	Record what they sent on the job, typing up the paper or emailed invoice

Both forms ask the same things: Their invoice number, Dated, Due, the lines (each a Part or Labour line with what it was, quantity or hours, and price), Notes, and the vendor’s account of the work — Who did the work, What failed, and why (quoted on a warranty claim if one is raised), Serial of the part that failed and When it failed. There is no separate “claim” document: the invoice carries the account, and accepting the invoice accepts both.

The register

The register needs See what a supplier says is owed for a job.

Figure or control	What it means
invoices	Every invoice the search and filters match
awaiting a decision	Invoices nobody has accepted or rejected yet
not as agreed	Invoices whose total differs from the agreed quote for the job
Search invoice numbers	Matches the vendor’s invoice number
Waiting on me	Shows only invoices awaiting a decision
Forecast	Opens the vendor spend forecast
Export	Needs Export the supplier invoice register

Column	Shown by default	What it means
Invoice	Yes	The vendor’s invoice number. Click to open the review
Supplier	Yes	The vendor
Job	Yes	The work order it bills
Status	Yes	Awaiting a decision, Accepted or Rejected
Dated	Yes	The invoice date
Invoiced	Yes	The invoice total
Quoted	Yes	The agreed quote for the job, highlighted when the invoice differs. A dash means nobody priced the job, which is different from a quote of zero
Due	No	Payment due date
From the supplier	No	Their own (submitted through the portal) or Recorded here
Hours	No	Labour hours billed — the part of a bill most often challenged
Entered by	No	Who submitted or recorded it

Reviewing an invoice

Click an invoice, here or on the job, to open the review. It shows everything needed to judge the bill in one place.

Reviewing a contractor's invoice: lines checked against what we stock and the vendor's rate card

Section	What it shows
Header	Status, date and due date, and whether it was Sent by the supplier or Recorded here
Totals	Invoiced, Quoted and Hours billed
What they billed	Every line: Kind, In their words, Qty / hrs, Each / rate, Against what we hold and Amount. Lines under warranty are marked
What they charge, on (date)	Every rate card in force on the invoice date: Hourly, Callout, Travel /km, Minimum hours and Parts markup
Against the quotation	The agreed quote beside the invoice, as subtotals — Parts, Labour and Call-outs and the rest — with Quoted, Invoiced and Difference
What we have paid	Payments — see below
What they found	The vendor’s account of the work
Files on this invoice	The invoice as the supplier sent it

Against what we hold checks each line for you:

Check	What it can say
Labour rates	Their card says the rate, Between two cards’ rates, Above their dearest card or Below their cheapest card; or that no card covers the date, or the card is in another currency. Where they billed fewer hours than their minimum, the minimum applies
Part lines	Whether the line is matched to a part you stock, and if so whether the price is within the band you expect from this supplier. Match to a part links an unmatched line — you can pick the part from the list or scan the label of the delivered part with the scan button beside it, and the screen suggests a part when the vendor’s or your part number appears in the description — and Not that part undoes a suggestion

Parts and hours are compared with the quote as subtotals, not line by line: a quotation and an invoice are two accounts of the same work in the supplier’s own words, and pairing lines by how alike they read would present a guess as a variance.

Accepting or rejecting

Button	What it does
Accept	Accepts the invoice and the account of the work, and posts its cost to the job — parts and labour
Reject	Asks Why is it being rejected? — the supplier reads this and answers it, so name the line rather than the total — then Send the rejection
Open the job	Opens the work order

Accepting or rejecting needs Accept or reject a supplier’s invoice for a job (people who can close work orders may also decide).

Nothing is charged to the job — no stock movement, no labour cost — until somebody accepts the invoice. A contractor’s own submission never writes to your ledgers on its own.

Payments

Accepting an invoice does not mean it is paid. What we have paid shows Invoice total, Paid and Outstanding, and nothing can be paid until the invoice is accepted. Record a payment asks How much, When it left, How (bank transfer, cheque, card, cash, direct debit, credit note or other), Reference, Notes, and — when a payment leaves a balance — Why the rest is unpaid, from your organisation’s list of short payment reasons. A payment recorded in error is withdrawn with a reason and stays on the list struck through. Recording payments needs Record and withdraw payments against supplier invoices.

Vendor spend forecast

What vendors are likely to bill over the coming months.

Inside a vendor

Rate cards, and the work orders a vendor’s invoices are read against.

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How an invoice arrives

The register

Reviewing an invoice

Accepting or rejecting

Payments

Vendor spend forecast

Inside a vendor