Track vendor invoices

An invoice is any bill a vendor sends, whether it’s for a project, a recurring service or a repair. Use the Invoices page to see what you owe and what’s overdue. Flex CMMS keeps the record of what you paid, but it doesn’t send money.

Who can do this: Admin, Manager

In the sidebar under Finance, select Invoices.

The Invoices page for Kerning City Pharmacy on the Open tab, showing the summary cards and a few sample vendor invoices

Summary cards

Card	What it shows
Outstanding	The balance due on open invoices
Overdue	The balance due on invoices past their due date, not counting disputed ones
Due in 30 days	The balance due on open invoices due from today through the next 30 days, including disputed ones
Invoiced in the current month, such as Invoiced in October	The total billed this month, not counting void invoices

Select Outstanding, Overdue or Due in 30 days to filter the list. Search and filters narrow the cards too, so they always add up what you’re looking at.

Tabs and filters

Tab	What it lists
Open	Invoices with money still owed
Overdue	Open invoices past their due date, not counting disputed ones
Paid	Invoices paid in full
Void	Invoices cancelled by an Admin
All	Everything

Search by vendor, invoice number, description, project or work order number. You can also filter by cost type, and by facility if your invoices cover more than one. Select a column heading to sort the table. On a phone, each invoice is a card.

The Due column counts down as the date gets close, with labels like Due in 3 days, Due today and 4 days overdue.

Invoice statuses

Two things decide the status you see: how far along the review is, which you set, and how much has been paid, which Flex CMMS works out.

Status	What it means
Received	The bill is in and hasn’t been reviewed
Approved	You’ve reviewed it
Disputed	You’re questioning the bill. It stays in Outstanding, but it isn’t counted as overdue.
Partially paid	Some of it has been paid
Paid	It’s paid in full
Void	An Admin cancelled it. It stays on record but doesn’t count in any total.

You can’t set Paid or Partially paid by hand. They come from the payments you record. If an invoice is both disputed and partly paid, it shows Disputed.

An invoice with no due date never shows as overdue, so enter one whenever the vendor gives you a date.

Open an invoice

Select a row to open the invoice. Its payments and attachments come first, then the editable details.

You can also find a project’s invoices on its Invoices tab, and a purchase order’s on its page. A service agreement’s bills are in its billing periods.