💳 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.
🧾 Step 1: Making Payments to Contractors
The Payment Run screen lists all contractors requiring payment. For each contractor, you can:
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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
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Select the payments to include by ticking the Include checkbox
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Click Payment Summary Report to generate a report
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Click Run to process payments
When Run Completes:
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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.
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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:
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Preview/Print or Email the statements
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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:
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A Debit Transaction is posted to the landlord
-
A Credit Transaction is posted to the contractor
Commission Options:
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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.