Maintenance Job Invoices

Once the job has been marked as complete, the next step is to handle the invoice. Here, you have the option of selecting 'no invoice required' or 'add invoice'.

If you do not need to attach an invoice, for example it was handled externally to Street, you can select 'no invoice required' which will prompt you to confirm that you want to close the job. If you proceed, the job status will updated to 'closed' and you are finished with the maintenance job workflow.

If an invoice is required for the job, click 'add invoice' to continue the workflow and add the invoice from the contractor.

The first step is to upload the contractor invoice. While this step is optional, it is recommended as it will store the invoice against the job should you need to refer back to it. Additionally, you will see a banner in the 'upload file' section highlighting the use of Street AI to read the document. Simply upload the invoice file as normal and you will see Street AI reading over the document which will only take a few seconds and saves you time on entering the data yourself. For more information, see our Street AI Document Reader help article.

If you added a quote from this contractor, you will see that instructed quote amount on the right hand side for informational purposes.

The commission field lets you set what commission you charge the contractor. This value will automatically pull through from the commission as set in the contractor page (if this has been set) however it can be edited if needed.

The value entered here will be deducted from the total amount (Net + VAT) that is paid to the contractor.

If you enter a commission value here, it will not be visible to the landlord on their statements. For example, a maintenance cost of £150 with a £15 commission would show on the landlord statement as £150. However the commission breakdown will show on the contractor statement.

The 'select payment method' option is used to highlight where payment for this job is coming from (rent deduction, owner direct, tenant or agent):

If you do not manage your accounting in Street, this field is purely an informational box.

If you do manage your accounting in Street, the option you select here will directly relate to how that money is charged against the relevant ledger.

If you choose 'rent deduction', a charge will be added to the owner ledger which can then be allocated to when rent has been receipted in.

If you choose 'owner direct', there won't be any charges added to any ledgers. This option should only be used when the owner has paid the contractor directly, which does not need to be logged in Street.

If you choose 'tenant', a charge will be added to the tenancy ledger which can then be allocated to, once the money has been receipted in from the tenant.

If you choose 'agent', a charge will be added to the agency ledger which needs to be manually allocated to.

Once you have added the invoice details, it is not possible to simply edit / amend the details. Instead you will need to void the invoice and re-add the invoice details.

From the maintenance job page, click the three dots in the 'awaiting invoice payment' section and then click 'void invoice':

Voiding an invoice will remove the details and take the job back to the stage of adding an invoice / no invoice required.

If you have added the invoice, the final step is to mark the job as paid.