Once a claim has been served, its page has a Payment panel. It shows what was payable on the claim, what has been paid against it, what is still outstanding, and the date payment was due. It works the same way whether you made the claim and are waiting to be paid, or received it and are the one paying.
What the payable amount is
The amount payable is what the claim is worth after retention, including GST. Once a payment schedule has answered the claim it is the certified amount; before then it is the amount claimed. Retention is not part of it, because retention is paid when it is released, on a claim of its own.
That is the same figure the claim's tax invoice totals to, so a payment that matches the invoice clears the claim exactly.
What is outstanding is worked out from the payments every time the page is opened, so if the schedule is corrected, what is outstanding moves with it.
Recording a payment
Enter the amount, the date it was paid and, if you like, a reference such as the payment run or remittance number, then choose Record payment. A part payment is ordinary: record each one as it arrives, and the panel shows what is left.
Mark as paid records one payment for the whole outstanding balance, dated with the date in the form. It is a quick way to record a payment in full, and it is an ordinary payment like any other.
A payment cannot be more than what is outstanding, or dated in the future.
Correcting a mistake
A payment entered in error is deleted, and the right one entered again. There is no editing a payment, so the list always reads as what was actually paid.
When the claim has a tax invoice in Xero
If you sent the claim's tax invoice to Xero, Xero is where its payments are recorded. Apply the payment to the invoice in Xero as you normally would, and it appears in the panel marked Xero once the platform next hears from Xero. You cannot record a payment by hand on that claim, because it would be the same money counted twice, and a payment that came from Xero is changed in Xero rather than here. A payment you recorded here before the invoice reached Xero stops counting once it does, so apply that payment to the invoice in Xero too.
When payment is late
Once the payment due date has passed with something still outstanding, the panel shows how many days overdue it is. If you are a head contractor, the Due to pay tile on your overview adds up what is still to pay on every claim you have answered with a payment schedule, and says how many are overdue.
The panel records payments. It does not yet say what the legislation lets a claimant do when a scheduled amount is paid late or not at all, so get advice if a late payment matters.
Who can do this
Owners, admins and members can record a payment and mark a claim as paid. Only owners and admins can delete one. paymentclaims.ai staff cannot record or delete payments on your behalf, including when they are helping set your account up.