subcontractor-invoices.md

layout	title	description	category	tags
page	Subcontractor Invoices		For Employees	workflow

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1. Make sure you have the PDF ready to be entered into the Subcontractor Dashboard. If the contractor sent a link e.g. via Freshbooks, you can click the "PDF" in Freshbooks to download the invoice PDF.
2. In the Subcontractor Dashboard, go to the "Contractor Invoices" tab and click the "Add Contractor Invoce" button at the top.
3. Enter the information from the invoice into the Subcontractor Dashboard.
4. The "Person" is the person who logged the time from the invoice into Cashboard.
5. The "Project ids" are all of the projects which have billable time included in the invoice. You can hold Cmd (on Macs) or Ctrl (on Windows) to select multiple projects. If you're not sure whether a particular project was included in the invoice, go ahead and select it. The projects selected here determine which time entries show up on the next page to match to the invoice, so you can always uncheck time entries on the next page that aren't included in the invoice.
6. The "Issue date" is the date the invoice was sent to us.
7. The "Due date" is the date payment is due to the subcontractor for the invoice amount. This may vary from subcontractor to subcontractor, as depending on our terms, payment may be due 15 days from the "Issue date" (net-15 terms), 30 days (net-30), or some other date. Oftentimes, the due date or terms can be found on the invoice. Freshbooks, for example, usually puts the terms at the bottom of the invoice under the total.
8. The "Work start date" and "Work end date" fields are the dates within which the work was performed and logged in Cashboard. Typically, you can scan the time entries in the subcontractor invoice for the earliest and latest time entry dates to enter here. If you're not sure, you can guess as well; the next screen will allow you to change them if necessary.
9. The "Invoice Number" is the subcontractor's own invoice number on the invoice. This will allow us to easily reference if we ever need to verify anything with the subcontractor.
10. The "Invoice Total" is the total amount from the invoice (not necessarily the amount due, which could be different if we had an outstanding credit with the subcontractor that has been applied to the invoice already).
11. The "Attachment" field is where you can now browse to the PDF of the invoice on your computer to upload to the Subcontractor Dashboard.
12. Click "Create Invoice".
13. Match up the time entries from Cashboard so that the Total from the Cashboard time entries matches the Total from the invoice.
14. Click the "Select All" link on the left above the time entries.
15. If the Totals match, indicated by a green "0" (zero), click the "Save" button.
16. If the Totals do not match, and the time entries from Cashboard are greater than the subcontractor invoice total, unselect time entries until the totals match. You may need to look at the PDF invoice and compare the dates, hours, and notes from each time entry to determine which entries from Cashboard are not included in the subcontractor invoice.
17. If the Totals do not match, and the time entries from Cashboard are less than the subcontractor invoice total, try setting the "Work Start Date" at the top to an earlier date to find more time entries from Cashboard which may have their entered date off from the date listed in the subcontractor invoice. Likewise, try setting the "Work End Date" to a later date.
18. Once the Total match, click "Save".
19. If the Totals cannot be made to match, you may leave this screen and move onto the next invoice to come back to this one later.
20. You should now see the invoice created in the list of subcontractor invoices, either highlighted green if matched, or unhighlighted if unmatched.