> ## Documentation Index
> Fetch the complete documentation index at: https://help.propops.app/llms.txt
> Use this file to discover all available pages before exploring further.

# Financial

> Create and manage invoices, record payments, track payment status per maintenance job, and generate financial reports in PropOps.

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.

***

## Invoices

### Creating an invoice

Invoices are created from the **Financial** tab on a job record. The following fields are available:

| Field                     | Description                                                   |
| ------------------------- | ------------------------------------------------------------- |
| **Invoice number**        | Your internal invoice reference                               |
| **Works order reference** | The client's purchase order or works order number             |
| **Quote number**          | The quote reference this invoice relates to                   |
| **Agent price (ex. VAT)** | The amount being charged to the client, excluding VAT         |
| **VAT**                   | Calculated automatically at the configured rate (default 20%) |
| **Total**                 | Agent price plus VAT                                          |
| **Contractor total**      | The amount owed to the assigned contractor                    |
| **Contractor budget**     | The approved spend limit for the contractor                   |
| **Total budget**          | The 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.

### 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.

<Warning>
  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](#void-and-replace) below.
</Warning>

***

## 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.

***

## 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 event                    | Description                                   |
| -------------------------------- | --------------------------------------------- |
| **Payment received from client** | The client has paid the invoice               |
| **Payment sent to contractor**   | The contractor has been paid for the work     |
| **Agent commission paid**        | The agent's commission has been paid out      |
| **In-house commission paid**     | Internal 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.

***

## 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**.

***

## 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.

***

## Financial reports

PropOps Web provides exportable financial reporting so teams can review totals, trends, and reconciliation status 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 can then be exported for use outside PropOps.