Part Paid / Advanced

Jobs > Part Paid/Advanced lists jobs where money is flowing out to tradespersons before all of the customer’s money has come in. The page heading reads Part Paid & Part Advanced. Management, operations and accounts use it to watch cash exposure on live jobs.

What you see

A job appears on this list when both of the following are true:

• At least one customer invoice on the job is still in Suggested, Pending, Sent or Hidden status (that is, not yet Paid).
• At least one tradesperson advance on the job is in Approved, Invoice Returned or Paid status. These are advances Rochele has committed to or already paid out.

Unlike Part Paid, this list does not care how far along the job is. A job at 30% with an approved advance and an unpaid progress invoice will appear here.

Columns

Column	Meaning
Accepted At	The date and time the job was created, which is when the quote was accepted.
ID	The job reference number.
Customer	The customer the job is for.
Parent	The customer’s parent organisation, if any.
Address	The site address.
Tags	Tags added to the job.
Tradespersons	The tradespersons assigned to job cards on this job. This is the useful column here: these are the people who have been, or are about to be, advanced money.
Price	The job price (the accepted quote value).
Status	The current job status.

The Actions column has an eye icon that opens the job page.

Job statuses you may see

Status	Meaning
Pending Deposit	Quote accepted, deposit not yet paid. Rare on this list because advances normally follow a paid deposit.
Deposit Paid	Deposit received, job not yet scheduled.
Ready to Schedule	Ready for the planning board.
Accepted	Accepted and moving through the accepted jobs flow.
Colour Consultancy Pending	Colour consultation not yet agreed.
Waiting Service Agreement	Waiting on the customer or tradesperson service agreement (originally named Colour Consultancy Agreed).
Waiting on Trades	Booked but waiting on tradespersons before it can start.
In Progress	Every job card has a start date. This is the most common status on this list.
On Hold	Put on hold by a project manager’s site report.
Completed	Reported 100% complete but invoices still outstanding. These jobs also appear on Part Paid.
Cancelled	The job was cancelled.

Advance statuses behind the list

Advance status	Meaning	Counts for this list?
Suggested	The app has proposed an advance because a job card’s progress went up. Nobody has approved it yet. See Suggested Advances.	No
Pending	The advance has been approved in principle and is waiting to be sent to the tradesperson. See Pending Advances.	No
Approved	The advance has been approved and sent. Rochele is committed to paying it. See Advances Sent.	Yes
Invoice Returned	The tradesperson has returned their invoice against the advance.	Yes
Paid	The tradesperson has been paid.	Yes

Only the last three count, because those are the ones where money has actually been committed or paid out.

What you can do

Search and sort

1. Type a job reference number into the Search box and press Enter. The search matches the job reference only.
2. Use Per Page (15, 25 or 100) and click column headings to sort.

Investigate a job

1. Click the eye icon to open the job.
2. Check the invoices tab to see what the customer still owes and in what status each invoice sits.
3. Check the advances on the job (or the Advances pages, filtered to the job) to see what has been approved or paid to each tradesperson.
4. Compare the two. If advances are running well ahead of customer payments, follow up the unpaid invoices or hold further advances until the customer catches up.

How it works behind the scenes

• Advances are created automatically when a job card’s progress percentage increases. The app suggests an advance for the tradesperson equal to the tradesperson’s price for that job card multiplied by the progress gained, less any unallocated material purchases. Office staff then approve and send them. See Advances and Job Progress.
• Customer invoices are released as the job’s overall progress passes each invoice’s milestone. Because tradesperson progress is reported per job card and customer progress per job, it is normal for advances to run slightly ahead of invoicing for a while. This list highlights where that gap exists.
• A job on a repayment plan will typically stay on this list for the life of the plan once any advance has been approved, because future instalments remain as Hidden invoices until each one falls due. That is expected and does not by itself indicate a problem.
• The job leaves this list when either every invoice is Paid, or there are no advances in Approved, Invoice Returned or Paid status (for example if the only advances were declined).

Tips and gotchas

• A job can appear on both this list and Part Paid at the same time. Part Paid means the work is finished; this list means tradespersons have been advanced. Finished jobs with outstanding customer invoices and paid tradespersons will be on both.
• The Price column is the job value. It does not show the advanced or outstanding amounts. Open the job for the figures.
• Advances that are still Suggested or Pending do not put a job on this list. If you want to see advances waiting for approval, use Suggested Advances and Pending Advances.
• If a tradesperson requests an advance through their progress photos in the Tradesperson app, the project manager approves it from the progress report page in the web app and the advance is created straight away. See Job Progress for that flow.