Subcontractor billing is a robust invoicing feature designed to simplify how subcontractors submit their invoices and how their clients (companies that use Vantage) review, accept, or return them.
Overview
Subcontractor billing introduces a two-sided workflow:
Send (Subcontractor) – Enables subcontractors to create, edit, and send invoices linked to completed events.
Receive (Client) – Allows clients (Vantage users) to review received invoices, provide feedback, and accept or reject them.
Each side interacts with its own version of the invoice while remaining fully synchronized. Access to the feature is controlled by Admins by default.
Invoicing Workflow
Send (Subcontractor) Flow
Once enabled, subcontractors can:
Create invoices via:
Bulk event selection.
The Invoices page using the “Create invoice” button.
Creating an Invoice:
Opens a drawer with status set to Draft.
Defaults to today’s date, other fields are editable inline.
Can be created without attaching events immediately.
Events can only be added if they:
Are in completed status.
Belong to the same client.
Are active (not archived) and not already invoiced.
Invoice Rules:
Each event can appear on only one invoice.
If an invoice is rejected, its events become editable again.
Draft invoices can be deleted or bulk-deleted.
Accepted invoices cannot be deleted.
Invoice Notifications:
All relevant collaborators and event owners receive a notification when an invoice is created.
Invoice Drawer Tabs:
Info
Docs
Comments
Receive (Client) Flow
Clients can view received invoices via the Received tab:
Filtering & Searching:
By status, invoice title, date ranges, subcontractor.
Rejected invoices are excluded by default.
Invoice Table Columns:
Title
Subcontractor name
Invoice/Submitted/Due dates
Sub Amount
Sub Fees
Status.
Invoice Drawer (Client View):
Fields visible:
Subcontractor inputs.
Editable fields (default or custom) from the event drawer that the company wants to display on the invoice as well.
Status Actions:
In Review – Review stage.
Change Required – Sent back to subcontractor with comments.
Accepted – Finalized and locked.
Rejected – Marked complete; editable by subcontractor.
We can specify which role in the event (Event Owner, Custom role) should be the approver of the invoice and get the notifications about status change.
PDF Generation
When invoices are accepted, both parties can download a PDF copy.
Includes:
Invoice details.
List of events, amounts, and fees.
Status history.
PDF Format Setting:
Companies can choose A4 or Letter as their default in Company Settings.
Applies across all reports (invoices, completion, etc.).
Subcontractor billing makes it easier than ever to manage financial handoffs between project collaborators—saving time, improving accuracy, and boosting trust on every job.