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PropOps tracks the financial side of every job from initial budgeting through to payment reconciliation. Invoices are generated within the platform, VAT is calculated automatically, and a full payment audit trail is maintained for every job.

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Invoices

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Creating an invoice

Invoices are created from the Financial tab on a job record. The following fields are available:
FieldDescription
Invoice numberYour internal invoice reference
Works order referenceThe client’s purchase order or works order number
Quote numberThe quote reference this invoice relates to
Agent price (ex. VAT)The amount being charged to the client, excluding VAT
VATCalculated automatically at the configured rate (default 20%)
TotalAgent price plus VAT
Contractor totalThe amount owed to the assigned contractor
Contractor budgetThe approved spend limit for the contractor
Total budgetThe total approved budget for the job
VAT is applied at the rate configured by your administrator in Settings → VAT Rate. The default rate is 20%, in line with the standard UK VAT rate. Your administrator can adjust this if a different rate applies to your organisation.

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PDF generation

Once the invoice details are saved, PropOps can generate a PDF invoice for the job. The PDF reflects the figures entered in the Financial tab and can be downloaded or sent directly to the client.
Once an invoice has been issued, it cannot be edited. Invoices are immutable to maintain a reliable financial audit trail. If an issued invoice contains an error, you must void it and create a replacement — see Void and replace below.

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Void and replace

If you need to correct an issued invoice:
  1. Open the job and go to the Financial tab.
  2. Select Void Invoice to mark the existing invoice as void. The voided invoice is retained in the audit log — it is not deleted.
  3. Create a new invoice with the correct figures.
  4. Issue the replacement invoice and notify the client of the correction.
Both the voided invoice and the replacement are recorded in the job’s financial history so the audit trail remains complete.

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Payment recording

When a payment is received or sent, record it against the job in the Financial tab. PropOps tracks the following payment events per job:
Payment eventDescription
Payment received from clientThe client has paid the invoice
Payment sent to contractorThe contractor has been paid for the work
Agent commission paidThe agent’s commission has been paid out
In-house commission paidInternal commission has been recorded as paid
Mark each event as complete when the payment is made. This gives your finance team a clear view of which jobs are fully settled and which have outstanding balances.

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Payment status tracking

Each job carries a Payment Status that summarises its current financial position. The status is visible on the job card and in the jobs list so you can quickly identify jobs with outstanding payments without opening each one. Common payment statuses include:
  • Awaiting invoice — the job is complete but no invoice has been raised.
  • Invoiced — an invoice has been issued to the client.
  • Payment received — the client has paid.
  • Payment complete — all payments (client, contractor, commissions) have been settled.
Your administrator can configure the available payment statuses under Settings → Payment Statuses.

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Financial reconciliation

The Financial section in the admin area provides a reconciliation view across all jobs. You can filter by payment status to find jobs where payments are outstanding or incomplete. Use this view to:
  • Identify jobs that have been invoiced but not yet paid.
  • Verify that contractor payments have been sent.
  • Check that commission payments are recorded correctly.

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Financial reports

PropOps can generate financial reports with the assistance of Google Gemini AI. The AI analyses your financial data and produces a structured report highlighting key metrics, trends, and anomalies — useful for accountancy review, board reporting, or branch performance monitoring. To generate a report, navigate to Admin → Reports → Financial Report and select the date range and scope you need. The report is generated on demand and can be exported for use outside PropOps.