How To Check A Contractor Invoice

Who: This process is for the General Manager

What: It shows you how to check that a contractor has invoiced us for the right amount of hours for the week/month

When: Undertake this process whenever we receive an invoice from a contractor

Why: This process is completed to check that the hours we have tracked in Harvest match those on the invoice sent to us by the contractor. This process is very important especially for new contractors as they often get confused by the time In Harvest, and accidentally invoice say 2 hours & 30 minutes as 2.30 hours, instead of as 2.5 hours

Checking A Contractor's Invoice Against Harvest

Carry out the following process for any contractor invoices that are received before sending them to Hubdoc to be loaded into Xero:

1. In a separate tab to your inbox, go to Harvest > Reports

2. For contractors who invoice weekly: Change the dropdown on the right to show Week, and then click on the left-hand arrow next to This Week to display the week you are checking (ie Last Week) OR

3. For contractors who invoice monthly: Change the dropdown on the right to Month, and then select the left-hand arrow next to This Month to display the week you are running the pay (ie Last Month)

4. Select the Team tab:

5. Scroll down to the Contractors section at the bottom of the tab:

6. Click on the Hours figure for the contractor you are checking. This will open up a Detailed Report tab

7. In the Group by: field, select Client from the dropdown list:

This will organise the client data into sections by alphabetical list:

8. Use this view to review the contractor's recorded time and what they have charged for on their invoice. Also be sure to check, if applicable, that any Virtual and Onsite time recorded is separated and matches the contractor's invoice, as they can charge these to us at different rates.

The hours in Harvest and the contractor's invoice should match. If they do not, send a snippet of the correct time recorded in Harvest to the contractor and ask them to update their invoice as required.

9. Once the General Manager has confirmed that the invoice matches the time recorded in Harvest, the invoice is sent to Hubdoc, to be loaded into Xero and then paid by the Office Administrator.