Fitters and estimators: invoice the business

Self-employed fitters and estimators invoice the business from their finished jobs, and the office checks and pays them under Bills to pay.

For the fitter or estimator

1. The first time, add Your details on the invoice: your name or trading name, address, bank details, and your VAT number or UTR if you have them.
2. On a finished job, tap Invoice Northfield Flooring, or Add to this week’s invoice to put several jobs on one. You can also start from Invoices (My invoices) with + New.
3. The lines come from the pay agreed for each job. If something changed, edit the line and add a short reason; the business sees it. Add anything extra with Add extra.
4. Check the total and tap Send. Your invoice number is given when it’s sent.

The job’s photos and the customer’s sign-off go with the invoice as Proof of the work. No signal? Press Send anyway and it goes as soon as you have signal.

My rates

Under Settings › My rates, set what you usually charge: per m², per room, per step, per job or per day for fitting, or per estimate, measure visit or hour for estimating. They’re used on your invoices when no pay was agreed for a job.

For the office

Who can do this? Owner and Office.

1. Open Payments and the Bills to pay tab. New bills are under To check.
2. Open a bill. Each line is compared with the agreed pay, and differences are shown.
3. Tap Approve, Query a line or Reject. A queried bill goes back to the fitter to change and send again with the same number.
4. Pay it from your bank app using the bank details and reference on the bill, then tap I’ve paid it. For cash, cheque or payroll, choose Mark paid.

Good to know

• Prepare fitter invoices in Bills to pay makes a draft for each fitter from their finished jobs with agreed pay. It only becomes their invoice when they check it and send it.
• If a fitter’s bank details change, the bill is marked New bank details. Ring them on a number you already have before you pay.
• Set each fitter’s rates, and whether they’re self-employed or an employee, under Settings › Fitter pay. Employees are paid through payroll and don’t send invoices.
• Fitters and estimators who work for several businesses keep all their invoices to all of them in one place, with a free trade account.