Create an invoice (even if the sub has no account)
You record the vendor's bill yourself and can attach their actual file.
Subs never need a SyteNav account. You create the invoice for them on the Bills from subs tab.
- 1Open the project and go to the Bills from subs tab.
- 2Click Create Invoice and pick the subcontractor.
- 3Bill by a fixed amount, a percent of the contract, or a payment-schedule milestone.
- 4Add a description and due date, then create.
- 5Open the invoice and use Upload invoice to attach the PDF or photo the sub sent you.
Picking the sub tells you where the money lands - the budget line, what is left on it, and a warning if this invoice is more than that line can still cover. If the sub has no line yet, add one without leaving the form.
New invoices start as Pending Approval. Approve, then Mark Paid when the money goes out. "Mark Sent for Payment" is an optional middle step if you hand bills to a bookkeeper or run payments in batches - skip it if you pay as you approve.
The amount is capped at what's still owed on that sub's contract, so you can't over-bill. Use "Bill full remaining" to invoice the exact balance in one click.
WHO CAN DO THIS. Anyone whose role has Bills from subs - admins, managers, project managers and office staff by default. A project manager does not get the Financial Summary tab, and that is deliberate; it does not stop them entering, approving or paying a bill here.