Approve, send, and pay an invoice

These are bills your subs sent YOU, so every step here is about paying them - nothing is ever sent to the sub from this tab. There are only two steps that matter: APPROVE (it becomes a real cost on your budget and a bill in QuickBooks) and MARK PAID (the money went out). Queue for payment sits between them and is optional - it means the bill is with bookkeeping or in the next payment run.

YOU ARE TOLD WHEN ONE ARRIVES. A bill raised on a job - by you, or by a sub submitting their own from My Jobs - notifies everyone on your team who can approve one, naming who sent it and for how much. People whose role cannot open this tab are not notified, so the alert only reaches somebody who can act on it. If a bill is not reaching the right person, it is a role question: Settings > Team & Users, and give them edit on Bills from subs.

1. 1On the Bills from subs tab, open an invoice.
2. 2Click Approve - it now counts as a real cost in your Budget and Financial Summary.
3. 3Click Mark Paid when the money goes out.
4. 4Optionally, use Queue for payment in between - it records that the bill has gone to bookkeeping or into the next payment run, without saying it has been paid yet. Nothing is sent to the sub; the name used to be "Mark Sent for Payment", which made everyone ask who it went to.
5. 5Use Edit to record how it was paid: from escrow vs. paid directly by the client.

FIXING A LINE. Open the bill and press Edit. The breakdown is editable there - change a description or an amount, add a line, remove one - so a single wrong line no longer means deleting the bill and scanning the document again. Tax has its own field beside the lines: put it there rather than as a line, or the same money is counted twice and the bill stops adding up. If you type a line that looks like tax while the tax field already has a figure in it, the form says so as you type and offers to fold one into the other.

A SUB WHO IS NOT ON THIS JOB YET. The subcontractor picker lists everyone on the job, and underneath, under "From your directory", anyone else you have on file. Pick one of those and they are added to the job there and then, with no agreed contract amount - you do not have to leave the bill to set them up first. Adding a brand new company to the Directory still happens on the Subs & Team tab.

DELETING AN INVOICE. Open it and click Delete. It works at any status, including paid - a duplicate you already marked paid is exactly the one you need to remove. The confirmation tells you what it will do first: how much comes back off which budget line, and whether the bill has already gone to QuickBooks - if it has, deleting it here VOIDS it there, and voids the payment first if you had marked it paid, so QuickBooks stops showing a payable for money that no longer exists. If QuickBooks cannot be reached at that moment SyteNav says so and the bill is left for you to void by hand. Deletions are recorded in the project activity log.