[UX] Match external invoices to timesheets

Why

Companies have different ways that they process the invoices they get from their self-employed subcontractors.

Currently, A+C receives an invoice from each subcontractor, which they must match with the timesheet invoice generated in the system.

They have tried to replace this flow with the Whatsapp approval but they’ve found it hard to get all workers to respond in time. The workers still send invoices and they do that quite quickly after work is done on a Saturday.

They’ve suggested we create a workflow where they can match an invoice with the value generated from the timesheets (imported in from Fareclock)

Control engineering also have a similar flow where they compare timesheets from site to timesheets signed off by site managers.

A+C have said they are willing to send a new prescribed format for the invoice to their workers.

What This is my suggestion for a way to incorporate this.

• User can forward the timesheet invoices to Coreloops.

• They select timesheet invoice from the document type dropdown in review docs. This can also be picked up by the AI.

• Once they select the timesheet invoice. New fields show up for them to select a week and contact for this timesheet.

• Once they approve this timesheet invoice it will show up in the timesheet row* for that contact in the timesheets page. In a new column called invoiced amount.

• We can flag if this amount differs from the amount generated in timesheets. if so, the user can update the timesheet amount in the system.

Open to more suggestions on how to do this for A+C effectively.