Sending a payment request to your accounts team, and pushing a draft invoice to Xero if connected.
Once you've linked a payment schedule invoiceable to a scheduled task, the Project Manager can easily (and automatically) notify the accounts team to invoice the client for this stage of the build - when this task has been completed to their satisfaction - assuming that the accounts notification email has been loaded into the branch settings page.
How to Request a Payment via a Linked Scheduled Task
To notify accounts, to invoice a client via a scheduled task linked to an invoiceable, open the target project:
- And click on the ‘Schedule’ sub-tab at the top left of the page
- Find the scheduled task that has been linked to your invoiceable - tagged with the green progress payment icon - in this example, we are using the ‘Pour Floor’ task linked to the 'Foundations and floor structure' invoiceable
- Click on the task's 'Status' dropdown (to the middle left of the task line) and select the 'Request' option
NOTE: Normally the project manager would mark the task as 'Completed' once the task has been done to their satisfaction, but once an invoiceable is linked to the task, the status 'completed' changes to 'requested' i.e. when a task is linked to the invoiceable, the 'completed' status gets a name change to 'Request'
This will open the 'Set Progress Payment Due Date' pop-up - defaulting to the due date 'In 7 Days' - Click the 'Submit' button to confirm
This will mark the task as 'Requested' on the branch view of the schedule, and 'Completed' on the contractor's end, triggering an email notification to the accounts team - also pushing a draft invoice into Xero if connected.
Back on the 'Progress Payment' (Payment Schedule) screen, the invoiceable has become an invoice. It's status has changed from 'pending' to 'invoiced', an invoice number has been created (you can click on this to view the invoice), today's date added as the invoice date, the invoiced to-date figure added, and the invoiced to date summary figure for that payment section updated also.
Elsewhere on the 'Progress Payment' (Payment Schedule) screen - the top and bottom summary tables have been updated with invoice-to-date figures.
The 'Invoices Out' sub-tab has also updated - with a new invoice line created, noting the invoice number, the invoice date, the due date, the amount due, the status being 'unpaid', and the amount invoiced including and excluding GST.
The summary table at the top of the page has been updated with an 'Invoiced Total' and a 'To be Paid' figure.
