Managing Payables, Billing, and Financial Documents on Projects in Ontraccr

💵 Managing Payables, Billing, and Financial Documents on Projects in Ontraccr Overview
 

Keeping project finances organized is critical.

Ontraccr lets you track payables, bill clients, and monitor financial documentation — all tied directly to each project profile.

🎯 Why Use the Payables and Billing Tabs?

• Monitor what you owe vendors (payables)
• Track what clients owe you (billing/receivables)
• Centralize all financial records within each project
• Review purchase orders, vendor invoices, and client billing activity without leaving the project

📥 Managing Payables (Vendor Invoices & POs)

Inside the Payables tab:

🧾 What You Can Track

• Vendor Invoices submitted through forms
• Purchase Orders (POs) created through Ontraccr’s PO workflows
• Subcontract Invoices tied to forms or cost codes

🛠️ How Payables Are Populated

• Payables are added to this tab automatically through:
  • Submitted forms that include vendors, invoice values, and cost code allocations
  • Integrated accounting systems (e.g., QuickBooks) pushing AP data into Ontraccr
• You cannot manually add or upload an invoice from this tab

✅ It is a read-only dashboard that provides project-level visibility over vendor-related payables.

📦 Tracking Purchase Orders (POs)

• POs created via forms or automated workflows will also appear here
• Each record shows:
  • Vendor name
  • PO amount
  • Status (e.g., Submitted, Approved)
  • Dates (issued, due)
  • Linked cost codes (if applicable)

✅ You can view and filter PO records to understand what’s been committed or paid

💰 Managing Billing (Receivable Invoices)

Inside the Billing tab:

📄 What You Can Track

• Invoices issued to clients (receivables)
• Invoices generated from:
  • Progress draws (via the Contracts tab)
  • Invoice-type forms (e.g., manual billing forms)
• Status of each invoice (e.g., Draft, Submitted, Paid)

🛠️ How Billing Is Populated

• Billing entries are automatically generated when:
  • A progress draw is created from the Contract tab
  • An invoice-type form is submitted and linked to a project

✅ This tab gives you a clear audit trail of all outgoing invoices linked to the project

🧠 Tips & Edge Cases

Payables vs. Billing:

Payables = what your company owes vendors

Billing = what your clients owe you

Forms Drive Financial Records:

Only forms that include vendor/client, invoice details, and cost allocations will appear in these tabs

No Manual Uploads in Tabs:

You cannot upload or edit invoices directly from these tabs — they are populated via submissions

Use Filters:

Both tabs allow filtering by vendor/client, status, and date — useful for tracking high-volume projects

Invoice Allocation:

Ensure cost codes are filled in on forms to enable clean reporting and cost tracking downstream

✅ Example Scenario

You’re managing a $500,000 mechanical retrofit:

• Vendor Invoices:
  • PO issued for $100,000 in HVAC equipment via a PO form
  • Vendor submits 3 invoices through your internal invoice form — all show up in the Payables tab
• Client Billing:
  • You generate 3 progress draws from the Contract tab at 25%, 50%, and 100%
  • Each draw appears in the Billing tab, with status updated as the client pays

Everything is tracked directly inside the project — clear, centralized, and always up to date.

🚀 Summary

Use the Payables tab to track all vendor-related financials.

Use the Billing tab to review and monitor all client-facing invoices.

Together, these tools give you a clean financial snapshot per project — no manual uploads, no guesswork.