Generate partner statements and pay partner invoices

Goal

Bill what you owe your partners for completed jobs in one statement run, issue the partner invoices, and record each payment once you have paid.

Prerequisites

• Your role can view payments to see the tab, create payments to generate drafts, and edit payments to approve and issue.
• Your plan includes self-billing for partners (Operations or Scale).
• The partner payables for the period are approved. Drafts include only approved payables for completed services.
• Each partner has its payment terms, tax treatment and email set on its page. The partner needs an email address before you can send its invoice.
• Partner payouts through Stripe are not available. This screen records a payment you made yourself, for example by bank transfer. It does not move money.

Steps

1. Open Partners and select the Finance tab.
2. Under Generate statement drafts, set Service date from and End date (exclusive). The end date is not included: to cover all of October, set the end date to the first of November.
3. Tick the partners to include in the list of fulfilment partners. To bill hotel or referral commission instead of transport, change Statement scope to Hotel / referral commission.
4. Select Review drafts. The Review statement drafts window shows what would be created and what is Not included, with the reason for each exclusion, such as No approved payables or Service date missing. Nothing exists yet.
5. If the review is right, select Generate with the number of drafts. The message Draft statements generated confirms it, and the run appears under Statement runs.
6. On the run, select Approve run and confirm. Approval freezes and checks the run. It does not issue, email or pay anything.
7. Select Issue run and confirm. This issues every draft invoice in the run. It does not email them or record payment.
8. Under Partner invoices, select Send invoice on an issued invoice to email it to the partner. Use PDF to open or download it first.
9. After you pay the partner, select Pay invoice. Fill in Payment date, Payment method, Reference number and Notes, then select Record full payment. The window records one full payment and settles every payable linked to the invoice.

Expected result

The run shows as issued, each partner has an invoice with an invoice number, tax and due date, and a paid invoice shows Partner invoice paid. The linked payables are settled.

Troubleshooting

• If the review says No drafts can be generated, read the exclusions. Adjust the period, the partner selection, or approve the missing payables first.
• If the period is rejected with "End date must be after the start date.", move the end date later.
• If you can see statements but not Review drafts, your role cannot create payments. The page says that payments:create is required to generate new drafts.
• If Send invoice is greyed out, the partner's email is missing. Add it on the partner's page.
• If you cancel a draft or approved run with Cancel run, the unissued draft invoices are voided and their payables go back to approved.
• If you paid in parts, note that payment is recorded in full only. Record it once the whole invoice is paid.