How do I use Submitted Invoices in agentOS?

Submitted Invoices are used when you have received a quote or invoice from a contractor and want to link it to a maintenance job before processing payment. This is particularly useful when contractors submit invoices directly via the agentOS Contractor App, FixFlo, or the Property Manager App — though invoices can also be added manually by a staff member.

Finding the job number

Before adding a submitted invoice, you will need the maintenance job number. To find it:

1. Open the relevant maintenance job.
2. The job number (e.g. Job-23) is displayed in the ID field within the Job Details section.

Make a note of this number before proceeding.

Adding a submitted invoice manually

1. Click the Maintenance tab in the top navigation bar.
2. Select Submitted Invoices.
3. Click Add.
4. Complete the following fields:
   • Branch
   • Contractor
   • Source — select how the invoice was received:
     • agentOS Staff
     • Contractor App
     • Property Manager App
     • FixFlo
   • Rental Property
   • Sales Instruction (if applicable)
   • Maintenance Job Number — enter the job number noted earlier
   • Amount
   • Description
5. Click Save & Close.

The submitted invoice will now be automatically linked to the maintenance job and visible in the Submitted Invoices section of that job.

Contractor-submitted invoices

If you use the Contractor App, contractors can submit invoices directly through the app. They will see a form asking for the property, invoiced amount, job description, and the option to upload an invoice PDF. Once submitted, the invoice appears in your Submitted Invoices section automatically.

Reviewing and actioning a submitted invoice

Once a submitted invoice exists on a job, you can notify the landlord of the quoted price using the Actions menu on the maintenance job (select Email Landlord). Based on the response, you can then:

• Authorise — this automatically processes a maintenance deduction on the landlord's account and closes the maintenance job.
• Reject Invoice — the invoice is marked as rejected within the maintenance job. You can then submit a new invoice or process a manual maintenance deduction instead.

To authorise or reject, open the submitted invoice record and click Actions, then select the appropriate option.

If you need assistance, contact support@agentos.com.