CORE allows you to track time and expenses for vendors on various projects and bill those to the clients. In such cases, you can pay your vendors after being paid by the clients. This is what the Pay When Paid feature of CORE is all about. It is triggered when you make a payment on invoices whose time and expenses are linked to outstanding vendor bills. CORE detects the outstanding vendor bills associated with the invoices being paid and prompts you to pay them. After receiving the payment, you can decide to pay the relevant vendors from the Bill Payments screen. It goes one step further and automatically prepares the checks for the vendors. Check CORE Help Center for details on paying vendor bills.
The following points give a simplified breakdown of the whole process:
- Creating vendor bills: You can create the vendor bills directly from the Vendor Bills screen or from vendor time and expenses. In the first case, CORE automatically creates the vendor time and expenses after you create the vendor bill. Check CORE Help Center for more details.
- Billing vendor time and expenses to the clients: When the time and expenses linked to the vendor bills are approved by the appropriate manager, they can be billed on invoices and sent to the clients. Check CORE Help Center for more details on creating invoices from time and expenses.
- Receiving client payments and applying them to vendor bills: When you receive payments from the clients for the invoices, you need to enter them on the Payments screen. If the invoice has time and expenses linked to outstanding vendor bills and you make a payment on it, CORE prompts you to review the vendor bills and pay them from the Bill Payments screen. Check CORE Help Center for more details on how this works in the Payments screen.
To summarize, the Pay When Paid feature allows you to connect your Accounts Receivable and Accounts Payable transactions, reducing the overall steps that you need to take to make sure your vendors are getting paid in a timely manner.
Note: If you want to get a list of vendor bills that have been paid by the clients, either partially or in full, you can run the Vendor Bill Status report. Check out this article to know more: Report showing vendor bills connected to invoices.