Job Site Invoices

Clickup
o Save the invoice in the sub’s folder
o Enter new card in clickup under accounts payable folder: add sub name, invoice number, job site
tag and upload the invoice
o Upload a comparison doc (Kleenoh, Best Super, Guma use raken, for Orders or progress on
contracts-share task w/ jay manager to confirm/approve the invoice)
o Once all information was entered, move card from invoice received to invoice processed
o After reviewing and approving, move card from inv processed to approved
o Once a week, look through inv approved column (table view can be very clear) and send out the
invoices on A/P email chain, then move the clickup card to ‘sent to owner’ status, and enter in QB
o To share a card in clickup: on right side (not comment area) click on ‘share’, then on purple link
‘task sharing’, type email/name to invite, click purple ‘share’. Assign to person you’d like to share
o Note: Print out invoices are done separately. See further notes about rebilling invoices

QuickBooks-to enter approved invoices

o Use QB file S.P. Account
o Go to ‘home’ page (can be found on left side, under ‘my shortcuts’ panel)
o Click on ‘enter bills’, choose from AP dropdown the job address Accounts payable account
o Enter the invoice information: vendor (sub) name, inv date, inv number, and inv amount
o On bottom part, enter corresponding expense account and the customer job name. Click save and
close

When an invoice gets paid

o Move invoice card in clickup from inv sent to owner, to complete/paid
o In QuickBooks, click on ‘pay bills’ on the home page
o Use the dropdown to select the invoice’s job address account payable account
o In ‘filter by’ put in the vendor/sub’s name
o All open invoices for this vendor will be displayed. Put a check mark next to the invoice that is
being paid now
o If only partial payment is being made now, change the payment amount in the ‘amount to pay’
space on the right side
o On the bottom, fill out the payment date, payment method (check/credit card) and account. Use
the dropdown to select the account from which payment is being made
o If it’s a bank account, after hitting ‘pay selected bills’, a box will come up to put in the check
number
o Click ok and then done on the payment summary box