In BoondManager, you can track the receipt, processing, and payment of provider invoices. This article details the steps to follow.
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Create a Subcontracting Purchase
Create and Qualify a Delivery
Let's start by creating a project in the usual way and assigning an external resource. This creates the delivery and allows the resource to log their timesheets, while the manager can track the profitability of the project.
Properly Qualify Your Delivery
It is essential to properly qualify your delivery because certain information will be carried over when creating the purchase card. You must ensure that the delivery matches the purchase you want to make using the following elements:
The dates of the delivery
The number of days sold
The Average Daily Cost (ADC) of the collaborator, which is their cost price
The sale rate
Once everything is checked, all you have to do is click the + button at the top right to turn your delivery into a purchase and click "yes" when the pop-up opens.
This pop-up warns you that:
The delivery data will be carried over to the purchase
You will be able to manage provider payments via the purchase card
The costs of this delivery will no longer be included in production costs. This means that the timesheets entered by the collaborator will no longer be used to calculate the cost of the delivery, but the validated payments (in "Confirmed" and "Paid" state) of the purchase will be used instead
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Note
Be careful, to complete the process, you must have purchase creation rights and read/write access to the purchase cards for which you are the main manager.
Create a Purchase
Congratulations, you have just created a purchase card! The tool automatically switches you to the Purchases module, where you can configure your new purchase globally.
Information Tab
When creating your purchase, payment deadlines are created by default in the "Planned" state
You can choose to create these payment deadlines in advance by keeping this configuration (which will allow you to track provider invoices to be issued and follow up if necessary), or opt for the "Manual" payment creation option (Boond will not create payment deadlines; they will be created when you validate provider invoices received each month)Delivery purchases are always monthly type
You cannot modify this fieldThe category is also set as "external delivery"
However, you can change the term if it does not suit you by going to Administration > Global Settings > Miscellaneous tab > Purchase categoryThe start and end dates are taken from your Delivery and cannot be modified
These dates define a certain number of deadlines, which also cannot be modifiedYou will find the forecasted amount of each deadline in ET and IT
These amounts also cannot be modified at this stage; you can change them each month when processing provider invoices in the payment deadlinesYou are free to specify your payment terms and a VAT rate
The VAT rate chosen here will determine the IT amount of your purchase
Payments Tab
If you chose to create payments in the "Planned" state, the tool has created as many payment deadlines as months covered by the delivery dates and thus the purchase. However, you are free to add or delete deadlines and modify their dates and ET amounts.
On the payment tab, you also find a financial summary including your payments already made and your planned payments. You can thus see the Delta.
Finally, you will find an overview of the states of your payments.
Back to Your Delivery
Delivery Tab
You will now notice that:
The mention "delivery purchase" has been added next to the quality of your external consultant
A Purchase tab has appeared on your delivery
Consumption Tab
To calculate the real price of the delivery, purchases will increment on the "purchases and details" line and the "ET costs" column.
The tool no longer relies on timesheets entered in the timesheets by your external provider to calculate production costs, but on validated payment deadlines (in "Confirmed" or "Paid" state) as you process provider invoices.
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Process Subcontractor Invoices
Invoice Submission by the Freelance Consultant from Their Intranet
Invoice submission can be done by freelancers themselves in their intranet, via the My Invoices module (feel free to send them the link to the article dedicated to them).
States "Draft" or "To Validate"
The invoice will be visible on your side as soon as it is recorded by the freelancer, in the "Draft" or "To Validate" state. The "To Validate" state locks the invoice on the freelancer's intranet side (they can no longer modify it once switched to this state), pending processing by their client via their BoondManager interface (validation or rejection); the "To Validate" state triggers a "Provider invoice pending validation" alertReference, Invoice Date, ET Amount, and IT Amount
These fields will be automatically pre-filled when submitting the invoice in BoondManager (OCR)Billing Period (start date and end date)
The billing period must be updated manually; these are mandatory fieldsDiscussion threads
Once the invoice is submitted and recorded, the freelance consultant can access the discussion threads to communicate with their main manager about this invoice
Activation of Freelance/Subcontractor Intranets
The "My Invoices" module is enabled by default in the "Freelance Intranet" role and is not in the "Subcontractor Intranet" role. You can change this default setting if you wish by going to Administration.
Administration > Managers/Roles > Roles tab
For more information on enabling Employee/Freelance/Subcontractor intranets, refer to the dedicated article.
Invoice Submission by Your Purchasing Manager
If you have not enabled the "My Invoices" module in your subcontractors' intranet role, or if you wish to submit an invoice on behalf of your freelance consultant, your provider invoice manager can submit them directly:
In the Purchases module > Provider invoices view
In the external resource card > Invoices tab
Available states: Draft, To Validate, Validated, Rejected, Paid
Switching to the "Validated" state automatically generates a payment in the associated delivery purchaseReference, Invoice Date, ET Amount, and IT Amount
These fields are automatically pre-filled when submitting the invoice in BoondManager (OCR)Billing Period (start date and end date)
The billing period must be updated manually; these are mandatory fields
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Track Your Subcontracting Purchases
Now that you know everything about creating a subcontracting purchase and processing provider invoices, let's see how to efficiently track your purchases and payment deadlines.
Generate a Payment Deadline from the Provider Invoice
When you move a provider invoice to the "Validated" state, this triggers a step-by-step modal:
This modal allows you to:
Select the delivery(ies) concerned by the invoice
Choose to update a planned payment (and thus update an existing payment) or create a new one
Check the amount(s) of the payment(s) to be created and modify them if needed
Choose the state of the payment(s)
Once your choices are validated, the payment(s) is automatically created in the relevant delivery purchase.
You can find the generated payment from the Provider Invoice card or from the purchase > Payments tab.
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Note!
As long as the payment is in Planned or Confirmed state, the provider invoice keeps a payment state "Not Paid". Once you move the payment to the Paid state, the payment state automatically changes to "Paid" (or "Partially Paid" if the invoice covers several payments and not all are in the Paid state).
Track Provider Invoices from the Provider Invoices View
In this view, you will find:
A list of invoices to be processed and processed
The ability to filter
By billing period, invoice date, invoice payment state, currency, exact amount, or range of amountsThe view of the payment state of each invoice
The billing period must be updated manually; these are mandatory fieldsDirect access to the document
The ability to bulk modify certain elements
Main manager, pole, and provider invoice state
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Note
When you choose the "Rejected" state, you can define a reason for ending the process ("error in amounts" or "mandatory information incorrect") and add a comment.
This reason and the associated comment will be sent to the freelancer who submitted the invoice.
Track Your Payments from the Payments View
You can then manage your payments from the Payments view of the Purchases module:
To track your upcoming payments (invoices to be issued not received from your providers) and follow up with your providers if necessary, use the filters: Purchase category "External delivery" / State "Planned" / Period "Payment date" > Dynamic period "Last month"
To track your payments to be paid (provider invoices received and processed), use the filters: Purchase category "External delivery" / State "Confirmed" / Period "Scheduled payment date" > Dynamic period "This month"
When the deadline is paid, you can move the payment to the "Paid" state, either in bulk from the Payments view or deadline by deadline from each Payment card.
Remember to Save Your Searches!
The saved searches feature allows you to keep these filters and avoid configuring the same searches every month! Feel free to consult the dedicated article if you want more information about saving your searches.
Extract/Export
To facilitate your checks or analyze the payment of your deadlines, you can:
Extract payments in CSV via the "extract" button in the Payments view
Export all associated provider invoices using the "export" button in the Provider Invoices view (you will find your export by clicking your first name at the top right > Download Center)
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Go Further
To further optimize your daily routine, you can record your subcontractors' bank details in BoondManager and generate a Sepa file to pay all your invoices by wire transfer.
To do this, you will need to download the Sepa App with the help of your administrator.
Administration > Apps/Marketplace > Marketplace tab > SEPA > Install the app then activate it for the relevant managers in the role assigned to them.
Watch the tutorial provided for using Sepa for more information!
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FAQ
I want to add a provider invoice, but my consultant does not appear in the list of resources, why?
If your consultant does not appear in this list, it means they do not have the correct "Type" of resource allocated in their card: we only list resources categorized as external (billable external and structure external). Go to your consultant's Resource card > Information tab and check the resource type assigned to them. Additionally, an "Invoices" tab will be added to the Resource cards of these same types (billable external and structure external).
Once the invoice is uploaded, I do not see Activities and Expenses in the designated box, even though my consultant has entered timesheets, why?
Remember to update the start and end dates of the invoice period, as these dates allow us to display the activities and expenses entered during the period!
Why can't I move the invoice to the "Validated" state, the state is grayed out?
To move the invoice state to "Validated", you must have created a delivery purchase and have rights to create payments. If you think you do not have the required rights, contact your administrator to make the necessary configuration.
Can I upload several invoices at once?
No, the user can only upload one invoice at a time.
Can I upload any file type for provider invoices?
The accepted and OCR-processed file formats are: .pdf, .jpeg, .jpg.
Can I replace an invoice with another in a Provider Invoice card?
Yes, once the invoice is created and saved, you can choose to delete the previous file and upload a new one.
NB: The second document uploaded in a Provider Invoice card will not be OCR-processed, so you will need to manually enter the elements of the new invoice.
Can my freelancer delete an invoice?
Yes, but only invoices in the "Draft" state.
Can my freelancer modify an uploaded invoice?
Only invoices in the "Draft" and "Rejected" states can be modified by the freelance consultant. Invoices in any other state are only accessible in read-only mode.
How do I change the payment state of my provider invoices?
This state updates automatically when you change the state of your payments: if the payment is in the Paid state, the payment state of the invoice will also move to Paid (or Partially Paid if the invoice covers several payments that are not all in the Paid state).
How do I bulk assign an intranet role to my freelance or subcontractor consultants?
By default, your consultants will have an "Employee Intranet" role. You can bulk modify this role using the IntranetAccounts app available in the Marketplace (Administration > Apps/Marketplace > Marketplace tab).