My invoices

How a subcontractor makes, submits and follows their own invoices to the company in the crew app, and what happens to an invoice after it is sent to the office.

What it is for

If you work for the company as a subcontractor, you send your invoices to the company here. You write the invoice, check it, and press Submit invoice. The office then approves it and pays it, or sends it back to you with a reason.

Open My invoices in the menu of the crew app. The page heading and the breadcrumb also read My invoices.

You only ever see your own invoices to this company. You never see another person's invoices.

The name, address, tax reference and bank details printed on your invoices come from My business details. Fill those in before you submit your first invoice.

This page is about your side. What the office does with your invoice is on Crew invoices.

Who can use it

My invoices is shown only to a person who can open the crew app (the Crew role) and whose engagement type in this company is Subcontractor. The office sets both, see Role and engagement type.

An archived person cannot sign in and cannot invoice.

The rule is also checked when an invoice is created: you must be an active member of the company with the engagement type Subcontractor. If not, the invoice is refused with "The selected worker must be an active subcontractor of this company."

While the company is locked, the crew app shows only the lock page.

Statuses

The usual path is Draft, Submitted, Approved, Paid.

Other things that can happen:

• The office can record the full payment on a Submitted invoice. It then goes straight to Paid.
• A part payment does not change the status.
• If the office takes a payment back off a Paid invoice, the invoice goes back to Approved, or to Submitted when it was never approved.
• An invoice with a total of 0.00 becomes Paid as soon as the office approves it.

The company can use its own words for the statuses. This page uses the standard words.

Invoice numbers

You have your own run of invoice numbers in each company you work for. A number is a prefix followed by a counter, for example ELF-0001. With nothing set, there is no prefix, the counter is four digits long and the first number is 0001.

• The number is given when you press Submit invoice, not before. A draft has no number and shows "Draft: not yet numbered".
• A draft that you delete, or a submit that is refused, uses no number. So your numbers run without gaps.
• A rejected invoice keeps its number when you resubmit it.
• A copy made with Duplicate gets its own number when you submit it.

You set the prefix, the next number and the number of digits under My invoice numbering on My business details.

Create an invoice

1. Open My invoices.
2. Press New invoice. The page New invoice opens. It is one column, top to bottom.
3. Check Issue date. It starts on today. Leave Due date empty to have it worked out when you submit.
4. Fill in the first line under Lines: Description, Site if the work was on a site, the dates if you want them, Quantity, Unit, Unit price and the tax rate. See Lines.
5. Press + Add line for each further line.
6. Pick a category, if the Category (for accounting) section is shown.
7. Check Invoice note / terms.
8. Press Preview at the top to see the invoice as a PDF, if you want to check it first.
9. Press Create.

The invoice is saved as a Draft with no number, and its page opens. You are always the sender: there is nothing to pick. Nothing has gone to the office yet. Press Submit invoice when it is ready, see Submit an invoice.

The buttons at the foot of the form are Create, Create & create another and Cancel. Create & create another saves the draft and opens an empty form for the next one.

Fields

Invoice details

• Issue date: the date of the invoice. Shown in the company's date order. A new invoice starts on today, on the company's clock. If it is empty when you submit, it becomes the day you submit.
• Due date: optional. The helper says "Leave blank to auto-set from your default due days on Submit." If it is empty when you submit, it becomes the issue date plus your Default due days from My business details. With none set there, it is 30 days.

Lines

A new invoice starts with one line. Each line is its own block.

• Press + Add line to add a line.
• Drag a line to move it up or down.
• A line can be folded shut. A folded line shows its description, or "New line" while the description is empty.
• A line can be removed.

The fields of a line:

• Description: required. Free text. A new line starts with your Default invoice line text from My business details, if you have one. The button inside the field opens the company's saved texts, see Saved descriptions.
• Site: optional. See The site on a line.
• Date from: optional.
• Date to: optional. It must be the same day as Date from or later.
• Quantity: required. A number with up to 3 decimals. A new line starts on 1. Zeros at the end are not shown: 4.500 shows as 4.5 and 4.000 as 4.
• Unit: optional. Free text, with the hint "e.g. m², day, job". While you type, the company's own units are offered. A unit that is not on the company's list is kept as you typed it.
• Unit price: required. A number with 2 decimals. The currency sign of the invoice stands in front of it.
• VAT: required. See Tax on a line.

What the form does not have:

• No job. You never pick a job. You name the site, and the office's records find the job from the site. The invoice page shows Job on a line only when that line carries a job of its own, which only older invoices do. The office can set one job for the whole invoice: that is an office field and is not shown in the crew app. The job the office counts your line's cost on is not shown to you either.
• No heading rows. A crew invoice has item lines only.
• No file upload.

Saved descriptions

The arrow button inside Description is Browse saved descriptions. It opens the window Saved descriptions: "Tap one to use it. You can always type your own instead."

• Tap a text. It is put into the field and the window closes.
• When the company keeps more than 6 texts, a Search descriptions… box is shown above the list. With no match it says "No saved descriptions match that search. Type your own in the field instead."
• Press Close to leave without picking.

You only ever see the text. The company's prices to its clients are never shown to you and never filled into your line. You type your own quantity and unit price.

The button is not shown when the company keeps no saved descriptions. A text you type yourself stays on your line only. It is not added to the company's list.

The site on a line

Each line names one site, or none.

• Site is optional. Empty reads "No site".
• The list holds the company's sites, shown as "Site (Client)". You can search it.
• A new line starts on the site of the line above it.
• The helper says "Optional. One site per line. Worked on two sites? Add a line for each."

A site is optional on every line. An invoice with no site at all saves and submits like any other. A line without a site waits in the office until someone there puts its cost on a job.

When you submit, the site names are frozen onto the invoice. If a site or client is renamed later, your invoice still prints the names it was submitted with.

One site per invoice

Some companies want a separate invoice for each site. The office can switch that on. It is off unless someone there switched it on.

With it on:

• The Lines section says "Your company invoices one site per invoice. For another site, make a separate invoice."
• The site of the first line is the site of the whole invoice. Its helper says "Optional. The site of this invoice: every line uses it."
• Every other line follows the first line and cannot be picked on its own. Its helper says "One site per invoice: every line uses {site}. Change it on the first line." When the first line has no site it says "One site per invoice: the first line has no site, so this line has none. To name a site, pick it on the first line."
• Change the site on the first line and the other lines change at once.
• A site is still optional. No site on the first line means no site on any line. A line with no site is always fine.

An older line that names a different site than the first line is not changed just because you open the invoice. It keeps its own picker, with the helper "One site per invoice: this line takes the site of the first line.", and shows a red message so you can fix it. The message ends with " Change this line to the site of the first line, or remove it." or, when the first line has no site, " Clear the site on this line, or remove it."

The rule is checked when you save the form: the message is shown on the line and nothing is saved. It is checked again when you submit, before a number is taken. See Common mistakes.

Older lines with several sites

A line that was saved in the past with several sites keeps them. In place of the picker it shows them as read-only text under Sites: "{sites}. Saved with several sites before lines took one site each; kept as they are. New lines take one site."

No RCT SIN yet

This applies only while RCT is switched on for the company.

If the site you picked has no RCT site number (SIN) recorded yet, an amber note shows under Site: "No RCT SIN yet for {site}. You can still submit this invoice; the office will be told to sort it out."

It never stops you saving or submitting. When you submit, the office is told about the missing number so that it can add it to the site. It is not told again for the same site within 7 days.

With RCT on, the tax reference field on My business details is labelled Tax reference (RCT/VAT/PPSN) and the helper of Default invoice note / terms there mentions the RCT reverse-charge statement. With RCT off there is no SIN note, and the label is plain Tax reference.

Tax on a line

The field is labelled with the company's word for the tax, VAT as standard. It is required. The list holds the company's tax rates.

A new line starts on:

1. Your own Default VAT for this company from My business details, if you set one. It is kept per company: a rate you chose in another company is never used here.
2. If not, the company's 0% reverse-charge rate.
3. If the company has none, the company's default rate.

You can change the rate on each line.

Category (for accounting)

"How your accountant should categorise this invoice." The section is shown only when the company keeps a list of invoice categories.

The categories are shown in one row. Pick one. A new invoice starts on the company's default category for crew invoices, when the office has set one. The helper says "Pre-selected from your company default. Change it for this invoice if it belongs somewhere else. Edit the list under Company settings." The list itself is kept by the office, not by you.

If the invoice carries a category that was later taken off the company's list, that category is still offered for that invoice.

The category is optional.

Note

Invoice note / terms: optional text. It is printed on the invoice under the totals. The helper says "Shown under the lines, e.g. the reverse-charge statement. Pre-filled from your business details."

A new invoice starts with your Default invoice note / terms from My business details. If you leave the field empty on a new invoice, the default is used as well.

Totals

You do not type totals. They are worked out from the lines each time a line is saved.

• Subtotal: the sum of the line totals. A line total is quantity times unit price.
• VAT: worked out per tax rate, on standard-rated lines only. A reverse-charge line adds no tax.
• Total: subtotal plus tax.

Amounts are exact to the cent.

Currency: a draft shows money in the company's currency. Once the invoice is submitted it keeps the currency it was submitted in, also if the company changes its currency later. The list, the invoice page, the sign in front of Unit price and the PDF all use the invoice's own currency.

Preview

Preview is at the top of New invoice and Edit invoice. It opens the window Invoice preview with the PDF built from what is typed in the form right now.

• Nothing is saved.
• No number is taken.
• A new invoice and a draft are marked DRAFT and read "Not yet issued". A rejected invoice shows its number and carries the banner "REJECTED" (the company's word for that status) with "This invoice was rejected by the office. It is not approved for payment."
• An invoice you saved earlier shows the From and To details saved on it. They are refreshed when you submit.

Press Close to go back to the form.

Submit an invoice

Submitting gives the invoice its number and sends it to the office.

1. Press Submit invoice. You find it on the invoice page, at the top of Edit invoice, and in the ⋮ menu of the row in the list.
2. A window asks Submit this invoice? It says: "Assigns your invoice number. The office can still correct it; changes are recorded. The office is notified to approve and pay it. You can still download the PDF after."
3. Confirm.

What happens:

• The invoice gets the next number of your own series.
• The status becomes Submitted.
• An empty Issue date becomes today. An empty Due date becomes the issue date plus your default due days (30 when none is set).
• Your business details and the company's details are frozen onto the invoice, as they are at that moment.
• The site names are frozen onto the lines.
• The office is emailed that your invoice is in, when the company has that email set up and switched on.

You see "Invoice submitted", "Number {number} assigned and sent to the office." and the invoice page opens.

On Edit invoice, Submit invoice saves the form first, with the same checks as Save changes, and then submits. Nothing you typed is lost. If a field is wrong (for example an empty Description), you see Invoice not submitted, the message is on the field, nothing is saved and no number is used.

If the company uses one site per invoice and a line breaks the rule, the invoice is not submitted and no number is used.

After submitting

A submitted invoice is locked for you. You can change only a Draft or a Rejected invoice. Once an invoice is Submitted, Approved, Paid or Void you can open it, download it, print it and duplicate it. You cannot edit or delete it.

If you spot a mistake after submitting, tell the office. An owner or admin can correct a Submitted or Approved invoice, and every such change is recorded with their name. They can also reject it, so that you can fix it yourself.

What the office does next:

• Approve: the invoice is OK to pay.
• Reject: it comes back to you with a reason. See Rejected invoices.
• Record the payment: when the full amount is recorded, the invoice becomes Paid.
• Void: the invoice is cancelled. It keeps its number.

What you are told

You get a notification in the bell at the top of the crew app. No email is sent to you.

Each one has the button Open the invoice.

An invoice with a total of 0.00 becomes Paid when it is approved. You then get the approved notification, not the paid one.

One more notification can reach you after a submit: Email notification failed, when the email to the office about your invoice could not be sent. Your invoice is submitted all the same.

You are not told about a part payment, about a void, or when a Paid invoice goes back to Approved or Submitted. Open My invoices to see the current status. The office side of this is on What the subcontractor is told.

Rejected invoices

A rejected invoice is yours to fix.

While the invoice is Rejected, the section Rejected: please fix and resubmit is shown at the top of the invoice page and of the edit form. Its field Reason holds what the office wrote, or "No reason given".

1. Open the invoice and read the Reason.
2. Press Edit and fix the invoice.
3. Press Resubmit invoice and confirm. Your changes are saved first.

What happens on a resubmit:

• The invoice keeps the number it already has. No new number is taken and no gap is made.
• The status becomes Submitted again.
• The rejection and its reason are cleared.
• Your business details and the company's details are refreshed on the invoice.

A rejected invoice cannot be deleted, because it has a number.

Edit an invoice

You can edit your own invoice while it is Draft or Rejected.

1. Open the invoice and press Edit. The page Edit invoice opens.
2. Change what you need. The fields are the same as on a new invoice, see Fields.
3. Press Save changes. The invoice page opens. Press Cancel to leave without saving.

The top of Edit invoice has Submit invoice (or Resubmit invoice), Preview and, on a draft, Delete.

Duplicate an invoice

Use this to raise the same invoice again, for example your weekly one, without typing the lines again. It is in the ⋮ menu of the list and works from any status, also Paid and Void.

1. In the row's ⋮ menu choose Duplicate.
2. A window asks Copy this invoice into a new draft? It says: "Creates a new DRAFT with the same lines and terms. It gets no number until you submit it, and nothing about the original changes."
3. Confirm.

A new Draft is made with the same lines, sites, terms and category. A category that is no longer on the company's list is left off the copy. It has no number, no dates, no payments and no rejection. The copy starts clean on the office side too: the job the office set for the whole invoice, the office's own internal notes, and what the office decided about the cost of each line (the job it counts on, or overhead), are not copied. The office decides those again for the new invoice. Its totals are worked out again from the copied lines. You see "Draft copy created", "Edit it, then submit when you are ready." and the copy opens for editing.

If the copy is refused you see Could not copy invoice with the reason, and nothing is made.

Delete a draft

You can delete your own Draft. You cannot delete a Rejected or submitted invoice, and never another person's invoice.

1. In the row's ⋮ menu choose Delete. It is the last item. The same button is the last one at the top of Edit invoice.
2. A window asks Delete this draft invoice? It says: "The draft and its lines leave My invoices. It has no number yet, so your invoice numbers are not affected."
3. Press Delete draft.

You see "Draft invoice deleted" and are back on the list. If the delete is refused you see Invoice not deleted with the reason.

A draft has no number, so your number series is not touched.

The list

My invoices shows your own invoices to this company, newest first. Above the list is the button New invoice.

With no invoices yet it says "No invoices yet" and "Tap “New invoice” to raise your first one."

Tap a row to open the invoice page.

The list has no search box, no filters and no bulk actions. The search at the top of the screen finds one of your invoices by its number.

Columns

On a phone, or with the layout switch set to cards, each invoice is one card: the number in large bold letters, the status, then the word "Total" with the amount in bold under it. The issue date is not on the card.

Row actions

Each row has one ⋮ menu. An action is shown only when it applies.

The invoice page

View opens a read-only page headed Invoice.

Buttons at the top, each shown only when it applies:

What the page shows, top to bottom:

• Rejected: please fix and resubmit, with the Reason, only while the invoice is Rejected.
• The top block: Invoice number ("Draft: not yet numbered" until it is submitted), Status as a badge, Issue date and Due date ("-" when empty).
• Lines. For each line: Description in bold, Job (only on an older line that carries a job of its own), Site (only when the line has one; an older line may list several), From, To, Quantity, Unit price and Line total. Money is in the invoice's currency.
• Totals: Subtotal, VAT (the company's word for the tax), Total in bold, and Note ("-" when empty).

The page and the list show no payments: no amount paid, no balance, no payment dates and no RCT figure. You see the status only, so Paid means paid in full and a part payment does not show here. The PDF does show money paid, see Download and print.

Download and print

Once an invoice is submitted you can get it as a PDF.

• Download PDF: saves the file as "invoice-{number}.pdf".
• Print: opens the same PDF in a new browser tab, ready to print.

Both are on the invoice page. Neither is offered for a Draft: use Preview on the form to see a draft.

You can open only your own invoices. Another person's invoice is refused.

What the PDF shows:

• Top right: the title ("Invoice" as standard), the number, "Issued {date}" and, when there is a due date, "Due date {date}".
• From: you. Your business name, or your own name when you have no business name. Then "Tax reference: ...", your address, your sign-in email, and "Pay to" with your bank details. An empty detail is left out.
• To: the company.
• Lines: Description, Date, Qty, Unit, Unit price, VAT and Line total. The site is added to the end of the description as " - Site (Client)". While RCT is switched on for the company, "RCT SIN: ..." is printed under the description when the site has one.
• Totals: Subtotal, one row for each tax rate, then Total. Once something is paid, "Amount paid" is shown, and "Balance due" while the invoice is not Paid. This is the only place in the crew app where you see a part payment. No RCT deduction is printed.
• Your note: the invoice note / terms, under the totals.
• A Paid invoice carries the banner "PAID IN FULL" with the paid date. A Rejected invoice carries "REJECTED" (the company's word for that status) and "This invoice was rejected by the office. It is not approved for payment." A Void invoice carries "VOIDED" and "This invoice has been voided."

From and To are the details frozen on the invoice when it was submitted, not what is in My business details today. More about the document: The PDF.

Common mistakes

Other things to know:

• My invoices is missing from the menu. Your engagement type in this company is not Subcontractor. Ask the office.
• Edit is missing. The invoice is Submitted, Approved, Paid or Void. Ask the office to correct it or to reject it back to you.
• Download PDF and Print are missing. The invoice is still a Draft. Use Preview, or submit it first.
• Delete is missing. The invoice is not a Draft.
• The invoice prints an old address or old bank details. The details were frozen when it was submitted. Update My business details; the next invoice you submit uses the new ones.
• Invoice not submitted on Edit invoice with a message on a field. Submit invoice saves the form first. Fix the field and submit again. Nothing was saved and no number was used.
• The site is missing from the Site list. Only the company's own sites are listed. Leave the line without a site and tell the office.