Paying Contractors for Work Orders
💳 Contractor Payment Run Guide (Acquaint)
The Payment Run feature in Acquaint allows you to efficiently process payments to contractors whose accounts are in credit.
🔗 Accessing the Payment Run Screen
You can access the Payment Run screen via:
The Contractors to Pay reminder on the Home Page
Or by navigating to Financial → Payment Run
This screen displays a list of contractors who are due payment, based on their account credit status.
https://youtu.be/Xqg_z3jLHbc?si=5ecWgzO5xbTW3ZBZ
🧾 Step 1: Making Payments to Contractors
The Payment Run screen lists all contractors requiring payment. For each contractor, you can:
Select the Account to pay from
Choose the Payment Method (e.g. BACS, cheque)
Contractor Details Displayed:
Field | Description |
Contact | Contractor's name |
Property | Related property for the work order/payment |
Last Payment Date | Date of last payment made |
Owner | Appears only when Contact Type is set to Contractor |
Warnings | Alerts if funds are uncleared or bank details are missing |
Reference/Cheque No. | Enter payment reference manually |
Balance | Total amount due |
Tax to Deduct | For overseas landlords with FICO numbers |
Amount to Pay | Calculated based on cleared funds and deductions |
Include | Checkbox to select payments with cleared tenant funds |
⚠️ Important: You must pay landlords first to ensure contractor payments are funded by cleared monies. If funds are uncleared, the Include checkbox will be disabled.
📄 Generating Payment Reports
Select the payments to include by ticking the Include checkbox
Click Payment Summary Report to generate a report
Click Run to process payments
When Run Completes:
A Payment Made To You transaction is posted to the contractor’s account (debit to zero the balance)
A Payments Export File is generated, which can be imported into external software
📤 Step 2: Producing Payment Run Statements
After processing payments, the Produce Statements screen will appear.
Acquaint automatically includes integrated invoices—no need to generate them separately
If Use Contact’s Preferred Delivery Method is selected, statements will be sent via Email, Post, or Both, based on contractor preferences
Otherwise, manually choose a delivery method
You can then:
Preview/Print or Email the statements
Click View to open the Payments File
🏦 If no bank reference is entered for a contact, the first line of the related property address will be used.
🧮 Work Orders, Charges & Commission
When a Work Order is marked as Closed & Billed, Acquaint will prompt for charge details:
A Debit Transaction is posted to the landlord
A Credit Transaction is posted to the contractor
Commission Options:
Charged to Landlord – Appears as a separate commission transaction
Deducted from Contractor – Subtracted from payment amount
Markup Method – Landlord is debited more than contractor is credited
💼 All commission earned is credited to the Company Account
You can also apply a commission fee directly to the contractor (e.g. £100 paid, £10 commission debited and returned to agency).
Work Orders emailed to contractors are sent as PDF attachments.
🧾 Paying Landlords First
Use the Landlords to Pay reminder on the Home Page to process landlord payments. This ensures contractor payments are funded by cleared tenant monies.
✅ Example: Paying Contractors
On the Home Page (Financial tab), click Contractors to Pay
Ensure Contact Type is set to Contractor
Tick the Include checkbox for payments with cleared funds
Click Run
🔒 If landlords haven’t been paid, the Include checkbox will be disabled due to uncleared funds.