Contractor Bills
A contractor bill records what an outside firm charged for a maintenance job. Like everything else in MaintenPro it uses the core document rather than shadowing it: the bill is a supplier invoice, so it ages, pays, voids and reports exactly as a supplier invoice does, while staying linked to the job it belongs to.
Two ways to enter one
| Route | Use when |
|---|---|
| Enter Supplier Invoice | The bill has not been entered yet. MaintenPro posts the supplier invoice for you and links it. |
| Link Invoice | Accounts already entered it. Pick it from the contractor's invoices that are not linked to another job. |
The second route matters in practice. Maintenance and accounts often work at different speeds, and the linking option means neither has to wait for the other or enter the invoice twice.
The fields
| Field | Notes |
|---|---|
| Contractor | The supplier who did the work. |
| Contractor's Bill No | Their own reference. Required. |
| Bill date | Required. |
| Charges | What the contractor charged. Cannot be negative. |
| Description | What the charge is for. |
Once posted, the bill shows which supplier invoice it became, with its date and amount, so the trail from the job to the ledger is on the screen rather than something to work out.
Removing a bill
Remove Bill takes the bill off the job. What it does to the supplier invoice depends on how the bill got there: an invoice you linked stays as it was and is simply unlinked, while one MaintenPro posted is handled through the ordinary supplier invoice route. Either way the accounting document is never quietly deleted behind your back.
When bills can be added
Bills cannot be added or changed while the job is completed, closed or cancelled — the same rule as spare parts, and the same practical consequence. Contractor invoices almost always arrive after the work is finished, so leave the job Completed rather than Closed until the bill is in.
Entering bills needs Contractor Billing permission. It is deliberately separate from the technician's permissions: recording what an outside firm charged is a purchasing act, not a maintenance one.
The Contractor Bills tab
Contractor Bills lists bills across all jobs for a period, with the job, the asset, the contractor, their bill number, the supplier invoice and the amount. It is the fastest way to see what a given contractor has cost you over a year, and to check that every bill on the maintenance side has a document on the accounts side.