What it's forNo invoice is paid twice or without approval, and each one is tied to its work order.
Who it's forAccounts officers, strata managers and portfolio managers (approving needs the Approve invoices permission).
Step by step
- Step 1: Where invoices come fromTrades upload them from their work order link, they arrive by email (matched to the work order by reference, trade or AI), or you upload them: Inbox & work › Invoices › Upload an invoice.
- Step 2: Upload oneChoose the Work order, the Invoice file (PDF, Word, text or image) and press Upload and read. Leave Invoice number and Total inc GST blank to have them read from the file.
- Step 3: Check what was readStrataWorx reads the supplier, ABN, number, dates, total, GST and work order reference. The invoice says whether it was Read by StrataWorx AI or from the file's text. Press Correct to fix a field.
- Step 4: Move it alongStages are Pending → Review → Approved → Paid, or Disputed. Use Send for review, Approve, Mark paid, Back to Pending, or Dispute (with what's wrong).
- Step 5: DuplicatesAn invoice with the same supplier and number as one already recorded (INV-0042 counts as 42) is refused on upload unless you give a reason. A flagged duplicate can't be approved or paid until a reason is recorded or it's disputed.
- Step 6: Budgets and accountsApproved invoices count as actual spending on the scheme's budget once coded to a line (Finance › Budgets). If your firm uses AccountingWorks, approved invoices are posted there as bills.
Tips
- The default tab Not yet paid is your to-do list. Overdue to pay counts invoices past their due date.
Common problems
“Waiting for someone who can approve invoices.”
Your persona can't approve. Administrators, strata managers, portfolio managers and accounts officers can.
I can't correct an approved invoice.
Move it back to Review first.
Previous and next follow the Inbox & work section.