Invoice Processing

The Invoice review process begins when an invoice is uploaded to the Portal. This invoice is sent to the First Approver for review and is then passed to the remaining internal and external approvers. 

The Portal offers Invoice Processing features that provide Committee Members and Owners with the tools they need to effectively manage Invoices within the Portal. 

Note: Invoice Processing features will ONLY be available when enabled by an Organisation Admin.

Contents

• Overview of the Invoice Review Process
• Review by the First Approver
• Review by the Internal Approvers
• Review by an External Approver or Approvers
• Payment Processing

Overview of the Invoice Review Process

When a Service Provider has completed a Job, they must invoice the Strata Organisation by uploading their invoice to the Work Summary page.

If a Service Provider does not upload an invoice to the Portal and instead sends it by email, the email can be redirected to the portal or the invoice can be manually uploaded by the manager.

Invoices will be sent to the First Approver's Tasks as an item pending their approval. If they approve the invoice, it will be passed to any remaining Internal Approvers, then any External Approvers.

Committee Members and Owners that are External Approvers for their Building can review and provide feedback on invoices. When all of the information is correct, they should Approve the invoice. If changes need to be made, they can Message the other approvers.

When the invoice has been approved by all Approvers, it's sent to Strata Master for payment.

Review by the First Approver

The First Approver is a Strata Organisation employee that will receive an invoice for review before other approvers.

First Approvers add the GL code for the invoice and verify that all of the information is correct. They may make corrections to certain information or reject the invoice and request that the Service Provider resubmit an updated version.

They may decide to cancel an invoice. Cancelled invoices can no longer be processed for payment but can be reopened if necessary.

If the invoice shouldn't be processed immediately, they can change the status to 'Place On Hold'. When the invoice is ready to be processed, they can change the status to 'Place Off Hold'.

If the First Approver approves the invoice, it's passed to the next internal approver for their review.

Some Buildings may have a Recurring Rule that allows the First Approver to Override and Approve an invoice that meets a set criteria. This option bypasses all other approvers and sends the invoice for automated payment processing.

Review by the Internal Approvers

The Internal Approvers are Strata Organisation employees that have been selected to review the invoice after the First Appover and before External Approvers. 

Internal Approvers ensure that all of the information is correct and make certain changes if necessary. When all of the information has been verified, they should approve the invoice and pass it to the next Internal or External Approver.

Internal Approvers may decide to pass the invoice back to someone who previously approved it by selecting 'Pass back to user'.

Review by the External Approvers

The External Approver is a designated approver that's not part of the Organisation but is required to approve invoices before they're sent to Strata Master for payment. Committee Members and Owners may be selected as External Approvers.

External Approvers will only review an invoice if the Building Rules permit them to do so. Strata Managers can make changes to the total number of Internal and External Approvers required from the Building Profile.

To view an invoice, either click the link to the invoice in an email notification or click the Documents Icon to go to the Document Management System then select the 'Invoices' tab. To view invoices for approval, toggle on 'Tasks'.

Search for an invoice by Plan Number or Contractor then click the PDF Icon to view the Invoice page.

External Approvers can Approve and send an invoice for automated payment processing.

If Committee Members and Owners have received multiple invoices in their Tasks for review and want to approve all of them, they can click the check box in the left column of each invoice to approve then select 'Bulk Actions' and click 'Approve [#] Invoices' from the drop-down menu.





External Approvers can Message other approvers and the Strata Manager about the invoice.

Payment Processing 

When External Approvers have approved the invoice, it will be processed to Strata Master where the Accounts Team will issue payment to the Service Provider.

Refunds or credits sometimes need to be processed. If the invoice submitted is for a refund or a credit, there will be a negative amount under 'Amount' and 'GST'.

The Invoice Status will change to 'Approved for Payment' after a Transaction ID has been received from Strata Master as this confirms the data export was successful. There will be one Transaction ID per row item.

When an invoice has been paid in Strata Master, the Invoice Status will update to 'Paid'. The Payment Number provided is generated by Strata Master. It will also update the status of a linked Job to 'Completed' on the Work Summary page.

When the invoice has been paid, the Service Provider will be notified by email.

For more information, please see Invoice Filters, How to Bulk Approve Invoices, and Functions and Features of the Document Management System.

Committee Members and Owners should contact us with any further questions regarding this process.