The Contractor Invoice module enables you to manage and track all billing activities associated with approved Work Orders.

It provides a centralized view of invoices raised by contractors, ensuring transparency in project expenses and payments.

• Monitor payment progress and outstanding liabilities.
• Maintain compliance with contractual and financial terms.
• Streamline approval and payment workflows through the integrated finance system.
  

Navigation Path

• Log in to the application.
• Go to the left menu and click Contractor.
• Click Invoice.
• Click Add Invoice to create a new record.
  

Create Invoice

1. Select Project

• Choose the project associated with this invoice from the dropdown list.

(Only active or approved projects will be displayed.)

2. Invoice Type

Select the invoice type from the dropdown options:

• Regular – For standard billing based on work completion.
• Proforma – For preliminary or advance billing before finalization.
• Credit – For issuing credit notes or adjustments to previous invoices.
  

3. Enter Invoice Number

Provide a unique invoice reference number. This helps maintain traceability and prevents duplication.

4. Select Invoice From

Select the Contractor issuing the invoice from the dropdown list. The system automatically fetches contractor details from the approved vendor database.

5. Select Work Order

Choose the related Work Order for which the invoice is being generated. The system will auto-fetch related work details, quantities, and amounts linked to the Work Order.

6. Select Invoice To

Select the organization or client to whom the invoice is being billed.

7. Select Currency

Choose the currency applicable to the invoice transaction. If a project involves international vendors, this ensures correct conversion for accounting.

Based on the above inputs, the following fields are auto-filled:

• Invoice Amount
• Tax Amount
• Total Amount (Invoice + Tax)

8. Select Payment Terms

• Choose the predefined payment terms configured in Company Settings ➝ Finance Settings.

For example: Net 15, Net 30, On Delivery, etc.

9. Select Invoice Date

Enter the date when the invoice was officially issued.

10. Select Due Date

Specify the payment due date. The system uses this to calculate overdue status automatically.

Select Invoice Receive Date

• Record the date when your organization received the invoice from the contractor.

Upload Attachments

Attach supporting documents such as:

• Signed work completion certificates
• Delivery receipts
• Subcontractor bills
• Tax documents or payment confirmations

Note:

Mandatory Fields

For creating an invoice, the following fields are mandatory:

• Project *
• Invoice Type *
• Invoice Number *
• Invoice From *
• Work Order *
• Invoice To *
• Payment Terms *
• Invoice Date *
• Due Date *
• Invoice Receive Date *
  

Invoice Listing Details

Each invoice record displays the following details:

• Actions – Options to View, Edit, Delete, or Make Payment.
• Invoice Number – The unique reference number of the invoice.
• Contractor Name – The contractor issuing the invoice.
• Project Name – The project related to the invoice.
• Invoice Amount – The total amount before tax.
• Tax Amount – The calculated tax on the invoice.
• Total Amount – The final amount after tax.
• Due Date – The date when the payment is due.
• Status – The current status of the invoice, such as Draft, Submitted, Paid, Canceled, or Overdue.

Invoice Status Descriptions

• Draft or Submitted – Invoice is created but not yet approved.
• Paid or Settled – Invoice has been fully paid.
• Canceled or Rejected – Invoice has been voided or rejected.
• Overdue – Invoice payment date has passed, but payment is still pending.
  

Additional Features

• Search – Find invoices by invoice number, project, or contractor name.
  
• Sort – Organize invoice records by date, amount, or status.
  
• Filter – Apply filters for viewing Paid, Pending, or Overdue invoices.

Invoice KPI’s (Key Performance Indicators)

• Total Invoices – Shows the total number of invoices created.
• Total Paid – Displays the total value of paid invoices.
• Total Outstanding – Shows the balance of unpaid or partially paid invoices.
• Overdue Invoices – Displays invoices whose due date has passed.
• Unpaid Invoices – Lists invoices pending approval or payment.
• DPO (Days Payable Outstanding) – Indicates the average number of days taken to pay contractor invoices. This helps evaluate payment efficiency and cash flow performance.

Next Steps After Invoice Approval

Once the invoice is approved, it flows into the Payment section, where:

• Finance teams can initiate payments as per approved terms.
• The system updates payment history and outstanding balances.

Status automatically changes to Paid once the transaction is completed.