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Viewing invoices

The Invoices tab shows every invoice your recruitment agency has issued to your organisation. You can view the line-by-line detail, download PDFs for your accounts system and raise queries directly with your agency's finance team.

Opening Invoices​

  1. Sign into the portal.
  2. Open Invoices from the main navigation.

By default you'll see all invoices from the last 90 days, newest first. Each row shows the invoice number, date issued, total, status and a link to the underlying timesheet period.

Filtering by status​

Use the status filter to narrow the list:

  • Draft. Your agency is preparing the invoice but hasn't sent it yet.
  • Sent. The invoice has been issued and is awaiting payment.
  • Paid. Your agency has marked the invoice as paid.
  • Overdue. The invoice has passed its due date without being marked paid.

You can also filter by date range, by candidate or by purchase order number if your agency has captured one.

Viewing an invoice​

Click any row to open the invoice. You'll see:

  • The invoice header: number, date, due date and your organisation's billing address.
  • A line per candidate per week, showing hours worked, the rate and the line total.
  • Subtotals by candidate, plus any expenses or adjustments.
  • VAT (or your local equivalent) and the final total.

Each line links back to the underlying approved timesheet, so you can trace any figure to the hours that produced it.

Read-only

The client portal shows invoices issued by your agency; payment itself happens via your normal accounts process. Marking an invoice as paid here doesn't move money.

Downloading a PDF​

  1. Open the invoice.
  2. Click Download.
  3. The PDF saves to your computer with a filename like Invoice-RS-1045.pdf.

Use the PDF to attach to your purchase order, to forward to a colleague or to upload into your accounting system. The PDF matches the format your agency uses outside the portal.

Raising a query​

If something doesn't look right, raise a query without leaving the portal:

  1. Open the invoice.
  2. Click Add comment.
  3. Describe the issue ("Line 4 shows 40 hours but Sarah's timesheet was 38").
  4. Send.

Your comment goes to your agency's finance team. They'll reply inside the portal and, if needed, issue a credit note or revised invoice.

Marking a query resolved​

When your agency has answered and you're satisfied, mark the query resolved:

  1. Open the invoice.
  2. Find your query in the comments.
  3. Click Mark resolved.

This keeps the conversation history but tells your agency you no longer need a response. If new information comes up later, you can reopen the query or add a fresh comment.