---
title: "Managing Payables, Billing, and Financial Documents on Projects in Ontraccr"
url: "https://help.ontraccr.com/en/article/managing-payables-billing-and-financial-documents-on-projects-in-ontraccr"
language: "en"
last_updated: "2025-06-06T23:20:26.850Z"
---

# 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.