Invoices – CIS

Every CIS subcontractor's invoice, built by Saral from the Site Register, on one workbench: the list above, the coding form below it, the PDF beside it. Accounts review an invoice, approve it, push it to the project's Xero organisation as a bill, and see it through to a payment batch. Nothing here is typed from paper — the figures come from attendance, the rate and the CIS rate HMRC gave, and the worker's own invoice (when they send one) is matched against the system's. Payroll itself runs in your payroll app; this screen is the subcontractor route only.

You enter

The decision on each invoice: Approve, Return (with a reason), Reject or Void; Merge & Push or Push without claim once approved; Mark Paid after the bank has paid.
Coding on the form when Saral could not resolve it: the Xero contact, GL code, tax type, tracking, reference and description — the organisation override in the header when a bill must post somewhere other than the project's own Xero organisation.
A note, a strike through a worker-added day the register does not show, or an effective hours-per-day on the worker's assignment.
On the Payments tab: a payment batch from Pushed invoices, its second-person approval where your account requires one, and Mark Paid.

Saral fills in

The invoice itself: every day from the Site Register priced at the worker's rate for that project, paid hours after the uplift rule, any guaranteed days, paid holiday and monthly fee, and the CIS deduction at the rate HMRC answered (30 % until Saral holds a live verification).
The coding: the site's Xero organisation, the worker's Xero contact, GL, tax and tracking from HR → Settings → Xero Coding — and a readiness score that says what is still missing.
The check chips on every invoice: HMRC verification, late attendance, low or missing rate, hours the register does not show, and whether the worker's own invoice matches.
The status: Proforma and Draft while the period is open, Pending once the worker has approved their timesheet (when self-service is on), Approved, Pushed, Paid.

It produces

A bill in the project's Xero organisation for each pushed invoice — the system PDF, merged with the worker's own invoice when one matched.
Payment batches of pushed invoices, each a bank file to upload and a Paid stamp once the bank has paid; a remittance to each worker.
A Bank payment CSV and a Diagnostic CSV from the Tools menu; an archive of paid invoices.

What this page is for

A CIS subcontractor never writes the invoice Saral pays. The Site Register records the days; the worker approves their timesheet in their portal when self-service is on; then Accounts process and approve the invoice here, push it to the site's Xero organisation as a bill, and pay it from a batch. This screen is the Accounts end of that chain, and every figure on it is traceable to a register entry, a rate on the worker's assignment and the CIS rate HMRC answered. The page is the subcontractor route only — professionals and agencies are on Invoices – non-CIS, and employees' pay runs in your payroll app.

How an invoice is built

At the end of each cycle (weekly, semi-monthly or monthly, set on HR → Settings → Timesheets & Invoicing) Saral takes every register day in the period and prices it: the rate on the worker's assignment to that project (or their default rate), the paid hours after the uplift rule, guaranteed days from a special pay rule, paid holiday, bank holidays and a monthly fee where the worker is on one. The CIS deduction uses the rate HMRC gave — 0, 20 or 30 % — and 30 % wherever Saral holds no live verification. A day the worker added on their timesheet that the register does not show is kept, flagged as added by worker, and can be struck through here. Rebuilding an invoice keeps its number and coding.

The checks before approval

The chips on the open invoice are the verdicts: HMRC verification (and the panel to fix and verify inline), late attendance, no rate or a rate below the firm's minimum, a missing monthly fee, paid hours that disagree with the register, and whether the worker's own invoice has arrived and matches. The Ready chip shows what is fully coded — Xero organisation, contact, GL, tax and tracking all resolved — and Approve all or Approve & push all takes that set in one go. An unverified subcontractor is deducted at 30 %; whether they can be approved at all depends on the CIS policy on HR → Settings → Timesheets & Invoicing, which is warn-only unless your account switched blocking on.

Push, merge and pay

Approving freezes the coding; pushing posts the bill to the project's Xero organisation. When the worker has emailed their own invoice and it matches, Merge & Push posts both PDFs as one bill; Push without claim posts the system bill alone, for a worker who never sends one; in a self-service period the claim is never merged and the button is simply Push. After the push the invoice waits on the Pushed tab until a payment batch (the Payments tab) or a pay-run bank file (Payment Batch) carries it, and Mark Paid stamps it. The Xero bill, the bank payment and the remittance are separate things — undoing a payment here does not reverse them.

Where the settings live

The invoice cycle, self-service, the late-attendance and low-rate checks and the CIS policy are on HR → Settings → Timesheets & Invoicing. The Xero organisation per site is on HR → Settings → Sites; the GL, tax and tracking defaults per organisation on HR → Settings → Xero Coding; the worker's contact link on the same tab. Rates are on each worker's Assignments tab and on Rate History. The bank file layout is on Settings → Bank files & paying accounts, and the second-person rule for a payment batch on Settings → Payments. Saral never produces a CIS300 return or CIS statements — those are done in Xero.

Next screen: /hr/invoices-non-cis

Not what you needed? Inside Saral, ask Kuku (Alt+K) — if it cannot answer, “Ask a human” sends the question to Saral support with the chat attached.