Charging Work Orders

💳 Processing a Bill Received – Work Orders in Acquaint

✅ Step 1: Mark the Work Order as Closed & Billed

Before proceeding, ensure the Work Order is marked as Closed & Billed:

• Locate the relevant Work Order

• Update the Status field to Closed & Billed

• Alternatively, click the Bill Received icon

Once marked, the Bill Received screen will open, allowing you to record and manage the payment details.

💡 Overview

The Bill Received screen enables you to process payments for completed work. While the Landlord typically pays the invoice, the system allows flexibility to split costs between multiple parties (e.g. Tenant and Landlord).

You can process bills in two scenarios:

1. When a Contact (e.g. Landlord or Tenant) is paying

2. When a Company is paying

🧾 Scenario 1: Contact Paying the Bill

🔹 Bill Details Tab

Fill in the following fields:

• Contractor – Automatically populated; can be changed if needed

• Bill Date – Enter the date the invoice was received

• Reference – Add a reference number or code

• Product – Defaults to Maintenance Product

• VAT – Defaults to Standard VAT; adjust if VAT is not included

• Total Amount – Enter the full amount (inclusive of VAT if applicable)

• Site/Branch – Select the relevant branch

• Attach Bill – Use the dropdown to attach a copy of the bill; it will be stored under Correspondence for the Work Order

Click Next to proceed to the Payment Details tab.

🔹 Payment Details Tab

Specify who is paying:

• Who is paying? – Select Contact

• Which Contact? – Defaults to the property owner; can be changed

• Contact Account Balance – Displays current balance

• Tax Rate – Confirm applicable tax rate

• Statement Notes – Defaults to the Work Order subject and contractor name; editable

➕ Splitting the Bill Between Two Contacts

• If the bill is not split, click Next to continue

• If the bill is split, select Yes and configure the following:

  • Additional Contact – Choose the second payer

  • Account Balance – Displays their balance

  • Amount to Pay – Enter the amount (inclusive of VAT)

  • Due Date – Defaults to today; adjust if needed

  • Bank Account – Select the account from which payment will be made

Click Next to proceed to the Bill Commission tab.

🔹 Bill Commission Tab

Choose how commission will be applied:

• No Commission Charged

• Charge a Fee to the Contractor

• Charge a Fee to the Contact Paying the Bill

• Markup Charge to Contact Paying the Bill

Specify the commission amount as either a percentage or fixed fee.

📊 Payment Summary

Review the summary of all payments and fees to be processed.

Click Save to complete the billing process.

In all cases the Commission earned is written as a Credit to the Company Account

🏢 Scenario 2: Company Paying the Bill

🔹 Bill Details Tab

Begin by entering the bill information:

• Contractor – Select the contractor the bill is from

• Bill Date – Specify the date the bill was received

• Reference – Enter a reference number or code

• Product – Defaults to Maintenance Product; change if necessary

• VAT – Defaults to Standard VAT; adjust if VAT is not included

• Total Amount – Enter the full amount (inclusive of VAT if applicable)

• Site/Branch – Select the appropriate branch

• Attach Bill – Optionally attach a copy of the bill; it will be stored in the Correspondence section of the Work Order

Click Next to proceed.

🔹 Payment Details Tab

Specify payment details:

• Who is paying? – Select Company (i.e. your company is paying the bill)

• Due Date – Enter the date the bill is due

• Bank Account – Choose the bank account from which the bill will be paid

Click Next to continue.

🔹 Landlord Fee Tab

If charging a fee to the landlord:

• Charge Fee? – Select Yes or No

• Fee Product – Choose the product associated with the charge

• Due Date – Specify when the fee is due

• Statement Notes – Add any relevant notes for the landlord’s statement

Click Next to proceed.

🔹 Bill Commission Tab

Choose how commission will be applied:

• Commission Type – Select one of the following:

  • No Commission Charged

  • Charge a Fee to the Contractor

• Commission Amount – Enter the fee as a fixed amount or percentage

Click Next to view the summary.

📊 Payment Summary

A summary will display all payments and applicable fees.

Click Save to complete the process.

📌 Bill Markups Explained

• Bill Markup Transactions are created when a Work Order is closed and billed

• These transactions are linked to the Contractor, but do not appear in their account

• View markups under the Linked Transactions tab of the Maintenance Charge on the Landlord’s Account

• Once the maintenance charges are paid, the markup will appear in Fees to Transfer

• Markups also appear in the Product Sales Report, but are excluded from other financial reports

• Deleting a Bill will also remove the associated markup transaction

⚙️ Default Commission Settings

To streamline commission charges:

• You can store default commission rates against:

  • Individual Contractors

  • Utility Suppliers

  • Or apply a system-wide branch setting

Use the Work Order Commission field in the More Details section of the Contractor or Utility Supplier record to specify a default commission.

If no specific commission is set, Acquaint will use the system defaults:

• Default Work Order Commission (%)

• Default Work Order Commission Type

These can be configured via: System Configuration → Property Management → Default Work Order Commission