> ## 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 Workflows

> Raise invoices, record payments, reconcile balances, and generate financial reports in PropOps — including VAT handling and Xero sync.

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

***

## Raising an invoice

<Steps>
  <Step title="Open the job">
    Navigate to the completed job and select the **Financial** tab.
  </Step>

  <Step title="Enter invoice details">
    Fill in the following fields:

    | Field                     | What to enter                                     |
    | ------------------------- | ------------------------------------------------- |
    | **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 charge to the client, excluding VAT           |
    | **Contractor total**      | The amount owed to the contractor                 |
    | **Contractor budget**     | The approved spend limit                          |
    | **Total budget**          | The total approved budget for the job             |

    VAT is calculated automatically at the rate set by your administrator (default 20%).
  </Step>

  <Step title="Save and generate the PDF">
    Save the financial details, then select **Generate PDF** to create a downloadable invoice.
  </Step>

  <Step title="Send to the client">
    Download the PDF and send it to the client via email or your preferred method.
  </Step>
</Steps>

<Warning>
  Once an invoice has been issued, it cannot be edited. If you find an error, you must void the invoice and create a replacement.
</Warning>

***

## 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.

***

## Recording payments

As payments are made, mark each event in the **Financial** tab:

| Payment event                    | When to mark it                          |
| -------------------------------- | ---------------------------------------- |
| **Payment received from client** | The client has paid the invoice          |
| **Payment sent to contractor**   | The contractor has been paid             |
| **Agent commission paid**        | The agent's commission has been paid out |
| **In-house commission paid**     | Internal commission has been recorded    |

Once all payments are marked, the job shows **Payment Complete**.

***

## 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.

***

## Financial reconciliation

For a cross-branch view of all financial activity:

<Steps>
  <Step title="Open the financial report">
    Go to **Admin → Reports → Financial**.
  </Step>

  <Step title="Filter and search">
    Use the search bar to filter by branch, property address, job reference, or job title.
  </Step>

  <Step title="Review by branch">
    Jobs are grouped by branch with subtotals. Expand a branch to see individual job rows.
  </Step>

  <Step title="Identify outstanding payments">
    Look for jobs where client payment, contractor payment, or commissions are still pending.
  </Step>
</Steps>

***