Managing Invoices in the Mobile App

Strata Managers can view, manage, and approve invoices for their buildings directly from the mobile app. This includes checking invoice details, sending messages to other approvers, and completing bulk actions for efficiency.

Contents

• Overview of the Invoice Review Process
• Accessing Invoices
• Searching for Invoices
• Invoice Details
• Approving an Invoice
• Messaging About an Invoice
• More Actions
• Bulk Actions

Overview of the Invoice Review Process

When a service provider completes a job, they must upload an invoice to the Work Summary page in the Portal.

If the invoice is sent via email, it can be forwarded to the portal or manually uploaded by the manager.

Once uploaded:

• The invoice is sent to the First Approver for action.
• If approved, it proceeds to internal approvers (Strata/Building Managers).
• It then moves to external approvers (committee members or owners).
• After all approvals, the invoice is forwarded to Strata Master for payment.

For more details about the invoice review process, click HERE

Accessing Invoices

There are a few ways Strata Managers can navigate to their building's invoices. This can be done:

• From the Home Page
• From the Building Profile
• From the Invoice Page

From the Home Page

Invoices awaiting action appear under Action Items on the home screen

From the Building Profile

When a user navigates to the Building Profile (Building icon) and selects a building from the dropdown, they will be able to see the list of Open Invoices for that building requiring their approval. 

From the Invoice Page

Strata Managers can see a list of their building's invoices by clicking the 'More' button on the bottom toolbar, selecting 'Finance', and then 'Invoices'.

Searching for Invoices

Strata Managers  can use the search bar to search for invoices using keywords. They can also use the filter button to filter invoices by:

• Plan
• Service Provider
• Amount
• Date Range
• Special Markers
  • Action Required
  • Shared with me
  • Prioritised
  • Favourites
• Current Status (i.e. Paid, On Hold etc)

Clicking the Invoices will show a view of all the invoices, if there are invoices for your action , you will have "For my approval" button on the bottom of the screen. 

Invoice Details

Clicking on an invoice will allow Strata Managers to open an individual invoice. Here 

they have the ability to:

• Preview or Download the invoice
• See the Building it's associated with
• See the Job that was connected to this issue (if applicable)
• See details eg.
  • List of Approvers
  • Invoice details (Amount, Date, etc)
  • Creditor Details
  • Row Items
  • Invoice History
• See who this invoice is shared with
• See the list of Approvers for the invoice

Approving Invoices

To approve an invoice on the Mobile App, Strata Managers can open an invoice assigned to them to action, review the details, and click the 'Approve' button when ready.

Sending a Message regarding an Invoice

Strata Managers are able to send a message to the other approvers regarding an invoice through the App. They can do this by selecting the 'Message' button on the invoice or the 'Chat' icon at the top of the screen. This will create a chat that is linked to this invoice. 

Another way to create a chat for an invoice is from the Invoice List page. From here, click the three dots next to an invoice and select 'Message User'.

For more information, see Messaging and Chatroom on the Mobile App

Note: The recipients of these messages must also be active users in the Portal.

More Actions

By clicking the three dots on the side of an invoice in the Invoice list, Strata Managers have the option to perform the following actions:

• Share
• Message Users
• Add to Favourites

Clicking on the three dots allows users to share the invoice, message others about the invoice through the Mobile App, or add to their Favourites list.

Bulk Actions

Strata Managers are able to action multiple invoices at once. This can be done by clicking the Select button from the Invoice List Page. From here, buttons will appear at the bottom of the screen that will allow the user to do the following actions in bulk:

• Approve Invoices
• Export 

Note: Only invoice approval is supported on mobile. For editing or advanced tasks, use the web portal.

Strata Managers should contact us with any further questions regarding this process.