Managing Vendor Invoices

Office Administrators can use Realhub to generate vendor invoices for property marketing. This works best if your agency uses the vendor quote functions to present vendors with quote(s) for their marketing campaigns.

Vendor invoices are automatically generated as Pending status when a user Approves a marketing quote.

To learn more about quoting your vendors for their VPA, see Creating a new vendor marketing (VPA) quote.

To begin managing your vendor invoices, go to the Accounting option in the main navigation menu, which defaults to the Invoices tab.

Find the invoices you need to manage

Use the Filters module to search for the invoices you need to manage. Here you can filter by:

• Individual campaign
• Invoices within a particular date range (invoice date)
• Invoice status (Unapproved or Approved)
• Payment status (Paid, Unpaid)

View options for invoices

Once you’ve applied your required filters above, you can view your invoices in either Table view or List view. Both options display the same information in different ways.

Table View

Table view will list your invoices with the following headers.

• Campaign Name (Property Address)
• Type (Invoice / Credit Note)
• Invoice / Credit Note ID
• Created date
• Contact (Vendor Name)
• Reference (Property Address, will export to Xero)
• Total $ amount
• Paid Status (Unpaid, Paid)
• Approved (Pending / Unapproved, Approved)
• Action
  • Approve pending invoices
  • Export approved invoices to Xero (Create in Xero button)
  • Sync previously exported invoices to Xero (Sync button)

List View

List view displays the same information as table view, but in a different format with each invoice being a ‘tile’ in a list.

Invoices with a green tick are approved, invoice information & status is shown underneath each invoice, and the action button for each is in the top right corner. All functionality here replicates the same options and information as Table view.

Approving an Invoice

1. Locate the invoice using the filters above
   • You can filter by Unapproved invoices for a specific date range to streamline and Approve many invoices at once
2. Click Approve next to each invoice
   1. Table View
      
   2. List View
      

Downloading an Invoice

To download an invoice for a campaign, go to List View and click Download button under the cog icon.

Invoices can also be downloaded from within each Campaign under Quoting & Finance > Accounting.