Adding A New Invoice

Create an invoice each time you record a payment from the Trust/Host Account to a third party, such as a contractor paid directly from that account.

The expense is deducted from the owner’s income. If the contractor’s record includes bank details, the payment details can be added to your ABA file. See Adding Contractors Details (Companies and Services).

If you pay for an additional service from your Trading Account, record that expense as part of your Management Fee. See Paying for services from trading account.

Add an invoice

1. Go to Transactions > Add Invoice.
2. Select the property.
3. Select the transaction type, then enter the invoice number, date and amount.
4. Select Multiple Invoice if you are using the same invoice number for different BookingTrust invoice records. For example, when one contractor invoice covers several properties, create a separate record for each property using that invoice number.
5. Under Payment details > Bank Account, use the default account, which should be set to the Trust/Host Account.
6. Under Payment details > Supplier, select the service provider you will pay. If they are not yet set up, add their contractor record first using these instructions.
7. Select the payment method.
8. Choose the invoice status:
   • Active: use this when you are ready to pay the invoice. The amount is taken from the owner’s remittance and is ready to be disbursed. If you pay the contractor from the trust account and their bank details are recorded in BookingTrust, the contractor’s bank details and invoice amount are added to the ABA file.
   • Pending: use this to record the invoice now and pay it later. When ready, confirm the invoice and release the funds.
9. Add a comment describing the invoice. The comment appears on the owner’s Booking Report.
10. Save.

For related instructions, see Confirming a pending invoice, Adding Contractors Details, and Multiple Invoice.