💰 Accounting & Payroll User Guide

Invoices, eChecks, Joint Checks, Payroll & Financial Overview

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Overview

The Accounting department manages all financial operations: vendor invoices, payment processing, check management, payroll, and financial reporting. Access accounting features under Accounting in the navigation menu.

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Vendor Invoices

Navigation: Accounting → Vendor Invoices

Features

• Invoice List: View all vendor invoices by status (Pending, Approved, Paid, Disputed)
• Invoice Entry: Log incoming invoices from vendors
• Approval Workflow: Route invoices for review and approval
• Project Linking: Associate invoices with projects for cost tracking
• Payment Tracking: Track payment status for each invoice

Processing an Invoice

1. Navigate to Accounting → Vendor Invoices
2. Click "+ New Invoice" or find a pending invoice
3. Enter or verify:
   • Vendor: Who the invoice is from
   • Invoice Number: Vendor's invoice reference
   • Amount: Invoice total
   • Date: Invoice date and due date
   • Project: Associated project
   • Line Items: Breakdown of charges
4. Submit for approval or approve directly if authorized

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Lien Waivers

Navigation: Accounting → Lien Waivers

See the dedicated Lien Waiver User Guide for complete details on lien waiver management, state compliance, and approval workflows.

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Payment Manager

Navigation: Accounting → Payment Manager

Features

• Payment Overview: See all pending and completed payments
• Blockchain Payments: Process payments via smart contracts on the SEI network
• Payment Authorization: Multi-level approval for payment release
• Transaction History: Complete record of all payment transactions

Processing a Payment

1. Navigate to Accounting → Payment Manager
2. View pending payment requests
3. Review payment details (amount, recipient, project)
4. Authorize payment with appropriate approval level
5. If blockchain-based, confirm the transaction in your wallet
6. Payment is recorded and reflected in project financials

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Payment Status

Navigation: Accounting → Payment Status

• View the payment status dashboard for all projects
• Track pending approvals, approved phases, and payment history
• Monitor blockchain transaction statuses
• Review transaction hashes and explorer links

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Check Management

Navigation: Accounting → Check Management

Features

• Check Register: View all issued and received checks
• Create Checks: Issue new payment checks
• Status Tracking: Pending, Completed, Cancelled, Processing
• Check Search: Find checks by number, recipient, or project

See the Platform Interface Guide for detailed check creation steps.

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eChecks

Navigation: Accounting → eChecks

Features

• Electronic Check Processing: Issue and manage ACH-based electronic checks
• Bank Integration: Process payments through bank transfer systems
• Financial Overview Dashboard: See overall financial health and cash position
• Transaction Tracking: Monitor processing status of electronic payments

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Joint Checks

Navigation: Accounting → Joint Checks

Features

• Joint Check Agreements: Manage checks payable to multiple parties
• Dual Endorsement Tracking: Track when both parties endorse the check
• Common in Construction: Used when general contractors pay subcontractors and their material suppliers together

Creating a Joint Check

1. Navigate to Accounting → Joint Checks
2. Click "+ New Joint Check"
3. Specify:
   • Primary Payee: Main recipient (e.g., subcontractor)
   • Secondary Payee: Additional payee (e.g., supplier)
   • Amount: Check amount
   • Project: Associated project
   • Reason: Purpose of joint payment
4. Submit for processing

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Payroll Admin

Navigation: Accounting → Payroll Admin

Features

• Payroll Dashboard: Overview of current payroll period
• Employee List: View all employees, positions, and pay rates
• Timesheet Integration: Pulls approved timesheet hours for payroll calculation
• Payroll Processing: Calculate and process payroll runs
• Reports: Generate payroll summaries and tax reports

Running Payroll

1. Navigate to Accounting → Payroll Admin
2. Verify all timesheets for the period are approved
3. Review calculated gross pay, deductions, and net pay per employee
4. Make any manual adjustments as needed
5. Submit payroll for processing

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Financial Overview

Navigation: Accounting → Financial Overview

Features

• Cash Position: Current cash on hand and projected cash flow
• Revenue vs. Expenses: Current period financial summary
• Accounts Receivable: Outstanding invoices and payments due
• Accounts Payable: Bills and obligations due

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Tips & Best Practices

• Process invoices promptly to maintain good vendor relationships
• Use joint checks when paying subcontractors with material obligations
• Run payroll on a consistent schedule and verify timesheets first
• Review the Financial Overview weekly to monitor cash position

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Last Updated: February 2026