🔐 If Accounts Payable is enabled on a production, all workers in 🇨🇦 Canada can access this feature. Workers can also be granted permissions to submit an Invoice on behalf of another worker. Learn more about Managing Permissions. 🖥️ This feature is accessible on all desktop devices.
Overview
Workers onboarded as contractors onto a production can seamlessly submit invoices and receive direct payments into their connected bank accounts via the Circus platform. Additionally, with elevated access from the production office, employees can also invoice for specific expenses like box kit rentals.
Since many workers use third-party accounting or bookkeeping tools such as QuickBooks, the Circus platform offers a straightforward option to upload invoices for approval and payment.
Creating Invoices
To create an invoice on a desktop device, start by logging into your account and selecting the relevant production from your main dashboard. Once you're on the production dashboard, if you're onboarded as a contractor or have been granted elevated access as an employee, click the prominent 'Submit Invoice' button.
Alternatively, you may access the invoicing feature through the Accounts Payable section. Click on the Accounts Payable icon in the left navigation bar to reach the Accounts Payable overview page, then click the 'Create' button.
Both options will open the invoice submission modal. By default, your name will appear as the worker for whom the invoice is being submitted. However, you can click the 'x' icon to clear the field and search for another worker to submit the invoice on their behalf.
Next, fill in the invoice date, invoice number, and, if applicable, the PO number (only if your invoice corresponds to an approved purchase order). Next, upload a PDF version of your invoice from your browser and click 'Upload Invoice' to submit it to the production team for processing and the action bar below will convert to 'In Review'.
Commenting & Audit Logs
On the right side of your screen, the toolbar features Walkie, where you can access a comprehensive history of all events related to the invoice, including when it was submitted, edited, approved, and paid. This log includes timestamps for each action initiated by a user.
Note: Invoices cannot be edited after submission. If there's a mistake, delete the existing, unapproved invoice to replace it by following the steps below.
Deleting Invoices
Invoices can only be deleted by Workers if they are in draft mode. Invoices that are in review can also be deleted by Approvers or Accountants, however, they cannot be deleted by anyone if the invoice has been approved or paid out.
To delete an invoice, follow the steps above to access a single invoice, then click on the delete icon in the action bar.
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