Managing Invoices in the Mobile App for Owners

Note: This feature may not be available to all users

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.  

Owners are able to view, manage and communicate about invoices for their buildings within the Mobile App for Owners. 

Table of Contents

• Overview of the Invoice Review Process
• Accessing Invoices
• Searching for Invoices
• Invoice Details
• Approving an Invoice
• Sending a Message regarding an Invoice
• More Actions
• Bulk Actions

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 (Strata/Building Managers), then any External Approvers (Designated Committee Members and Owners).

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 necessary Approvers, it's sent to Strata Master for payment.

For more details about the invoice review process, click HERE

Accessing Invoices

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

• Through the Homepage
• Through the Building Profile
• Through the Invoice Page

Through the Home Page

If there are any invoices that are currently awaiting the user's approval, they will be visible under 'Action Items' on the Home Page of the app (House icon). Clicking this will take them to a list of these invoices.

Through 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. 

Through the Invoice Page

Committee Members and Owners 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

Owners 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)

Invoice Details

Clicking on an invoice will allow Owners 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, Owners 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

Owners 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, Owners 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

Owners 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 

This article covers the Mobile App. If you are looking for the Web version of this article, see:

Invoice Processing

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