Expenses and invoices
Every invoice against the order that authorised it
Why this one matters
An invoice in your accounting system coded to "Materials" tells you the business bought materials. The same invoice recorded against the concrete item on a job tells you the slab cost $362 more than you ordered — and that is a number somebody can do something about.
The moment before you pay is the only moment an overcharge is still a question. Afterwards you are asking for a credit.
What you will see
- An invoice recorded against the purchase order it belongs to
- The difference between ordered and invoiced, on screen rather than discovered later
- The cost landing on the job, under its cost code
- The same invoice going to Xero without anybody typing it twice
What was said
The narration, word for word, for anyone who would rather read it than watch it — or who is on a train.
Expenses is every supplier invoice across your jobs. Along the top: what you owe, and what's late.
Start from the supplier's document. SmarteBuild reads it and fills in the form — the supplier, the date, the reference and the lines — for you to check.
Every new expense asks which order it's for. If the order number is printed on the invoice, it's suggested for you.
Choose an order, and you're asked whether to copy its items. Then check each line against what was actually delivered.
Needs a look catches the usual mistakes: the same invoice entered twice, or a total that disagrees with Xero.
Click any row for the detail: the dates, the order it's for, who entered it, and the supplier's document. If the document is missing, drop it straight in.
Tick invoices to mark them paid, or send them to Xero in a batch.
The list starts on the job you are in. All jobs shows every supplier invoice across the company, which is the view for paying the week's bills. And each figure along the top is also a filter: click Overdue to see just those.
Search finds an invoice by its reference, supplier or description. The cost code and supplier boxes narrow it further, More filters can bring in what is in the trash, Columns chooses what the list shows, and the download gives you the rows as a spreadsheet.
Beside New expense, the arrow gives the other ways in: from the supplier's document, typed in by hand, or a credit note for money back from a supplier. Item view shows one expense at a time with all its lines, and ETS report opens the spending that went over its purchase orders.
Doing it, rather than watching it
This page is the tour. When you are in SmarteBuild with a job open and need the detail — every option, every exception, the things the video had no time for — the help centre has the full article.
Recording an invoice — the full reference
Read about it instead: Expenses & Invoices · Purchase Orders · Integrations
Start with one job and see
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