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Payables

Finances4 min read

Payables is the workspace list of what you owe: approved unpaid expenses, committed purchase orders not yet billed, and costs still awaiting approval. Day-to-day capture still happens on the job.

When to use this​

Use this for a payment-run view across jobs.

Do not use it to raise a customer invoice. Use Invoices. Do not treat it as the job cost report.

Before you start​

Open Payables

Workspace Finances → Payables. Tiles: Outstanding, Overdue, Committed (not invoiced), Pending approval. Retainage held appears when you use it.

Filter

Show: All payables, Outstanding, Committed (not invoiced), or Pending approval. Tick Overdue only when you are chasing.

Open the document

Open a row to the job bill or order. Record payment on the expense or bill, not as a separate Payables-only ledger. Keep QuickBooks or Xero as the statutory books.

What done looks like​

  • Unpaid approved bills, open POs, and submitted costs are in one table.
  • Job ledger status and this list agree.

Common mistakes​

  • Entering the same supplier invoice twice (job + accounting) with no match.
  • Using Payables instead of Job Costs to judge a single site.
Retainage before you pay

Check retainage on the underlying bill before you treat a row as ready to pay. Confirm 1099 treatment in your accounting software.