The contractor ledger: what each contractor did, and what it pays

Pay › Contractor ledger lists, for a month, everything each contractor is paid for by the unit:

• approved measure lines credited to them;
• route stages reached on route jobs they did;
• jobs completed where they were the assignee.

Which of the three pays a job is set per workstream under job and stage rates. Every line points at the record it came from, and has a reference: ML- for a measure line, RS- for a route stage and JC- for a completed job. A self-billed bill quotes it on each line, and a contractor can quote it on their own invoice.

You need the Manage pay rates permission and the Crew plan: the ledger is part of contractor pay.

Reading it

Step between months with the arrows beside the month. Contractors are listed on the left; choose one to see their lines:

• Ref, Work, Notes and Date;
• Earned by — Credited, Assignee, Gang leader or Nobody;
• State — see below;
• Pays, and Sells for: a measure line at its sell rate with any uplift, or a completed job at what the job bills. A route stage shows —; its job's value is under By job.

Above the lines, Payable, On hold, Disputed and Paid total that contractor's month, and Margin sets pay against what the work sells for. Under the lines, By job gives pay, sell value and margin for each job. A job's value counts once, however many of its stages were paid.

Notes says what to look at before paying, such as Defect open on the job, Failed inspection, No pay rate or No quantity on the route, and why a line is held or disputed.

States

• Awaiting approval — a measure nobody has approved yet.
• Approved — the next run for its period pays it, unless a self-billed bill or an invoice check settles it first.
• On hold — kept back by somebody, with their reason.
• Disputed — somebody contests the figure or who earned it. The run leaves it out and says so.
• In a run — an open pay run carries it.
• Paid — a closed run paid it, or a bill settled it.

A completed job and a reached stage are approved when they happen. Only approved work that is not held or disputed is paid. Work is paid in the period its date falls in: if it is approved after that period has closed, it stays unpaid on the ledger, and you put it right with a correction.

Actions on a line

Open the ⋯ menu at the end of a line:

• Hold… — keep it back, for example for a failed inspection or a defect raised on the job, and say why. It stays off every run and every self-billed bill until you choose Release the hold. A line already in a run, or paid, can't be held.
• Dispute… — record that the figure or the earner is contested, and why. The run says how many disputed pieces of work it left out. Release the dispute when it is settled.
• Who earned it… — for a job or a route stage, credit somebody else, credit nobody on purpose, or go Back to the assignee. A measure line is credited on the measure itself.
• Claw back… — for a line a closed run paid. A closed run never changes, so the whole amount comes off the next run of whoever that run paid, as a correction that names the line. Work a bill settled is recovered with a supplier credit in Bills instead.

If a line is held, disputed or paid another way after a run carrying it was worked out, that run can't close until it is worked out again. Holds and disputes are kept after they are released, with who released them.

Work credited to nobody

If a rate would pay some work but nobody is credited with it, the tab says so. Credit them lists that work so you can credit each piece.

Who can see it

People with Manage pay rates, and opening a contractor's ledger is recorded in the audit trail. A contractor can see their own for the current month from their own record in the office — Users, their Pay tab, Show pay, then Ledger — with what each line pays, never what it sells for or the margin. It isn't in the phone app.