Supplier invoice checking for bookkeepers and accounts teams

• Cleared

  Every billed line was checked against a price and nothing was found, or a person settled every finding and cleared it, with their name on it.

• Held

  Something to look at, with the evidence attached. A person decides each one.

• Unverified

  Nothing was found, but at least one line couldn't be checked: no agreed price, no price history or no confident match. The reason is on the line, and it's never shown as passed.

• Waiting on you

  CostCode's reading didn't reconcile with the invoice's own totals, so a person looks before anything is checked. That's a problem with our reading, and nothing is ever raised with the supplier from it.

1. 1

   From the first invoice

   An invoice already received (the same file, or the same supplier and invoice number), GST over ten per cent, and a tax invoice with no ABN printed.

2. 2

   Once a supplier has billed a few times

   Once there are three earlier prices for an item from a supplier, a price up on them holds the invoice for the team. What the client paid before is never quoted to the supplier.

3. 3

   Once the prices are in

   A price over the agreed one by at least $25 and 3% (the default floors), a delivery fee or levy over what was agreed, a line billed in a different unit, and GST on an item agreed as GST-free. These need the supplier's price list, imported from Excel, CSV or PDF, or prices CostCode proposes from invoices already uploaded, for the client to confirm.

1. 1

   Each client signs up

   One account can create only one organisation, so each client signs up for itself and agrees to the Terms for its business.

2. 2

   It invites you

   An owner or admin at the client invites you by email from Settings and picks your role. You accept the invitation when you sign in.

3. 3

   You switch between clients

   From the sidebar, or from Settings, Account, where each is listed with your role in it. Every screen shows one client at a time, and each client's invoices, suppliers and prices stay in that client's organisation. Switch clients in one tab and a form still open for the previous client in another is never saved to the new one.

A client that trades through several companies, say a construction company and a joint venture, is one organisation with a company and ABN for each, not several organisations. Once each company is named in CostCode with its ABN, every job belongs to one of them, and an invoice addressed to another of the client's companies than the job's is held for the team to look at, and never put to the supplier.

Accounts and bookkeepers

See which invoices are cleared and which are held, and why, approve them for payment, export the payment run, and release a hold within your limit without being an admin. You can't change rates or suppliers: the database refuses it, so whoever pays the invoices never sets the prices they're checked against.

Project managers

Look at what's held on your jobs, then draft the supplier a query with the proof, or resolve the findings and clear it.

Owners and directors

Decide who's in, release a hold with a reason, and see every credit recorded against a held invoice.

Your accountant, BAS agent or QS

A viewer seat: they can read everything, the holds and their evidence included, and change nothing.

Supplier email starts off. While it's off, a held invoice shows the query CostCode would send, quoting only what the supplier can check (the agreed price, the GST, the unit, or that the invoice was already received), with copy buttons, for someone to send from their own email. Once an owner or admin turns it on, a person still reads each query and presses send. Nothing goes to a supplier by itself. Supplier email

• Connect to Xero or MYOB. The payment run is a file you pay from.
• Pay anyone. Money leaves from the client's bank or accounts package, as it does now.
• Prepare or lodge a BAS, or reconcile bank feeds.