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This guide walks through the financial side of PropOps — from raising your first invoice to reconciling payments across branches.

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Raising an invoice

1

Open the job

Navigate to the completed job and select the Financial tab.
2

Enter invoice details

Fill in the following fields:
FieldWhat to enter
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 charge to the client, excluding VAT
Contractor totalThe amount owed to the contractor
Contractor budgetThe approved spend limit
Total budgetThe total approved budget for the job
VAT is calculated automatically at the rate set by your administrator (default 20%).
3

Save and generate the PDF

Save the financial details, then select Generate PDF to create a downloadable invoice.
4

Send to the client

Download the PDF and send it to the client via email or your preferred method.
Once an invoice has been issued, it cannot be edited. If you find an error, you must void the invoice and create a replacement.

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Voiding and replacing an invoice

If an issued invoice contains an error:
  1. Open the job’s Financial tab.
  2. Select Void Invoice — the voided invoice is retained in the audit log, not deleted.
  3. Create a new invoice with the correct figures.
  4. Issue the replacement and notify the client.
Both the voided and replacement invoices appear in the job’s financial history.

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Recording payments

As payments are made, mark each event in the Financial tab:
Payment eventWhen to mark it
Payment received from clientThe client has paid the invoice
Payment sent to contractorThe contractor has been paid
Agent commission paidThe agent’s commission has been paid out
In-house commission paidInternal commission has been recorded
Once all payments are marked, the job shows Payment Complete.

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Checking payment status

Every job carries a payment status visible on the job card:
  • Awaiting invoice — job is complete but no invoice raised yet.
  • Invoiced — invoice issued to the client.
  • Payment received — client has paid.
  • Payment complete — all payments settled.
Use the jobs list to filter by payment status and quickly find jobs with outstanding balances.

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Financial reconciliation

For a cross-branch view of all financial activity:
1

Open the financial report

Go to Admin → Reports → Financial.
2

Filter and search

Use the search bar to filter by branch, property address, job reference, or job title.
3

Review by branch

Jobs are grouped by branch with subtotals. Expand a branch to see individual job rows.
4

Identify outstanding payments

Look for jobs where client payment, contractor payment, or commissions are still pending.

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Generating AI financial reports

PropOps can generate AI-assisted financial reports using Google Gemini.
  1. Go to Admin → Reports → Financial Report.
  2. Select the date range and scope.
  3. PropOps analyses your data and produces a structured report highlighting key metrics, trends, and anomalies.
  4. Export the report for board reporting, accountancy review, or branch performance monitoring.