Payment schedule

Open this screen in Saral/projects/payment-schedule

The project's package subcontractors and every invoice they raise, joined live from the ledger. Nominate a package once and its bills appear forever: what was invoiced, approved, paid and outstanding, per package and per month. The PFA sheet beside it is the projected final account over the same register; the supplier list is the way in — everyone who has billed the project, ticked into the register.

You enter

A package subcontractor on the register — or their invoice, which fills the register row in
A bill dropped on Send invoice to BillScan — the addressee is read off it and it goes to the right company's inbox
The PFA's budget and forecast per package, where the CSA does not carry them

Saral fills in

Every bill from a nominated package, from Xero — invoiced, approved, paid, outstanding, overdue
The headline figures in the title: packages, package cost, invoiced, paid, outstanding, overdue
The supplier list from the ledger's bills on the project, and the register from the Payment Schedule workbook on import
Retention held per package at its rate, which the Retention register reads

It produces

The schedule and PFA as Excel
The package list the Payment notices page issues against, and the certified-versus-paid rows of the weekly payment run

Frozen on purpose

The schedule itself does not change: notices moved to Payment notices, the monthly cycle to Subcontracts → Applications, and the weekly run to its own page, each reading this register. This page stays the join between the register and the ledger. The owner opened it once (6 Nov 2026) so it agrees with Payment planning — the £5 rule, the intercompany marker, split bills — and so a QS can change a bill's project; nothing else moved.

£5 or less left counts as paid

A bill with £5 or less still owed in Xero — a rounding difference or a short payment — is Paid here, exactly as on Payment planning. The row keeps the pennies so it still matches Xero (Paid · £0.02 left), but they are not in outstanding, the package's balance due or the Excel total.

Intercompany bills

A bill from one of the group's own companies stays on the schedule, because it is cost on the package, but is marked Intercompany — not paid through planning. Payment planning leaves those bills out by the same rule, so to agree the two screens take the intercompany amount in the headline note off outstanding.

Split bills

A bill whose lines are on more than one project shows only this project's share in This project, with a Split badge. Hover it, or open the invoice, to see the rest: Split: this project £a of £total · also the other project £b. It follows Xero line by line, so a split changed in Xero shows here after the next sync.

Change project

Open an invoice and press Change project to put it on the right project — paid and part-paid bills too, because Xero allows the project to change on a paid bill. Pick the project from the searchable list; on a bill with several lines, tick the lines that move (all of them by default). The confirm names the bill and the old and new project. Only the project changes, in Xero and in every Projects report: amounts, payments, account, number and date stay as they are. You can move only lines on projects you look after, onto a project you look after. A bill dated in a period that is locked in Xero is refused with the reason, and nothing is sent. The row says Moving… until Xero confirms.

Put on hold

Press Hold beside the invoice number in the table, or open an unpaid invoice and press Put on hold at the top of its panel beside Chase payment — one click, nothing to fill in. Accounts sees QS blocked payment and cannot pay it in a payment run or a bank file until you release it with Release hold. It is the same hold as Don't pay on Payment planning, and the Live Project Report's invoice pane offers it too, whether or not the supplier has a package on the project. A hold Accounts placed shows here as a badge with no button: it is theirs to release.

Where the figures come from

Invoiced, approved and paid are Xero's bills for the nominated contacts coded to the project's tracking; retention is the package's rate from the register. Paid-to-date is read every time, never typed.

Next screen: /projects/payment-run

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