Commitments & supplier invoices
Supplier invoices, subcontractor assessments, credits and part payments can arrive in different places. YPA keeps the amounts and due dates together, so the responsible party can see what needs reviewing or paying. These are the obligations of the identified payer, not automatically the adviser’s own debts.
How this helps a contractor
For a contractor, this can cover authorised supplier invoices, subcontractor assessments, credits, due dates and payment evidence. An invited QS, project manager or client representative may see only the agreed information relevant to their appointment; contractor-private rates and margins are not shared automatically.
Start with the contractor’s project question and the records already available. Each participant’s private questions and drafts remain separate from shared project records. At setup, we agree the invited collaborators, information and recipients that help the contractor move the work. How personal support and collaboration work. See the contractor questions YPA helps answer.
What YPA does
- Captures the invoices you share — Forward an invoice, assessment or supplier statement, or send a clear photo. YPA records the party, reference, amount, due date and source in your payables sheet.
- Reconciles what is outstanding — Credits, payments and disputes stay linked to the original item. A statement is checked against its invoices so it does not add the same liability twice.
- Shows the timing alongside receivables — Where the agreed scope covers both, compare amounts falling due with expected receipts for the same party. The difference is a recorded funding pressure, not your bank balance or a complete cash forecast.
- Keeps retention and unbilled commitments visible — Share subcontract terms, open orders and received work or materials. YPA distinguishes invoiced amounts, amounts still to be billed and retention awaiting its agreed release conditions.
- Prepares a query for your review — Ask for a draft about an unexplained charge, missing credit or mismatched statement. You review and send it. Payment approval and execution remain with the authorised payer.
- Keeps the important dates in view — Your weekly email summarises amounts due and material exceptions. Timely alerts and on-demand answers in WhatsApp or email help you plan the next step.
Start with what you have. Share supplier and subcontract agreements, orders, invoices or assessed claims, statements, delivery records, credits and payments. Confirm any opening balance, disputes and retention held when joining during a project.
YPA creates and maintains the sheet from your records. Its entries are marked system-generated, yours to verify. Review and edit at any time. Drafts come to you; you check and send them yourself.
How it actually runs
- An order or subcontract establishes a commitment and agreed terms.
- An invoice or assessment records the amount being claimed or accepted.
- Credits, disputes and part payments change the outstanding position.
- Actual payment evidence closes or reduces the item; the project’s wider cash position also depends on bank balances and other commitments.
Where it usually goes wrong
- The statement and its invoices are both counted as money owed.
- A paid item stays open because the receipt was never allocated.
- Unbilled deliveries or retention are missing from the planning view.
- Expected client receipts are treated as available cash before they arrive.
What a YPA sheet looks like
One row per invoice shows the amount, due date, payments and outstanding balance. These are the same illustrative Project A invoices used in the film. Scroll horizontally to see the complete sheet.
| Invoice Number | Supplier | Description | Amount | Due Date | Paid Date | Paid Amount | Outstanding | Status | Verified By | Source Tag |
|---|---|---|---|---|---|---|---|---|---|---|
| INV-047 | Supplier | Roof flashings — Block C | R 18 500,00 | 2026-09-18 | — | R 0,00 | R 18 500,00 | Due | Not yet verified | system-generated |
| INV-048 | Supplier | Internal door sets | R 42 000,00 | 2026-09-25 | — | R 0,00 | R 42 000,00 | Due | Not yet verified | system-generated |
| INV-049 | Supplier | Distribution board covers | R 12 600,00 | 2026-09-14 | — | R 0,00 | R 12 600,00 | Due | Not yet verified | system-generated |
| INV-050 | Supplier | Scaffolding hire | R 28 000,00 | 2026-09-08 | — | R 0,00 | R 28 000,00 | Due | Not yet verified | system-generated |
| INV-051 | Supplier | Fixings and consumables | R 7 600,00 | 2026-09-02 | 2026-09-02 | R 7 600,00 | R 0,00 | Paid | Contractor | system-generated |
| INV-052 | Supplier | Basin mixers | R 9 600,00 | 2026-09-04 | 2026-09-04 | R 9 600,00 | R 0,00 | Paid | Contractor | system-generated |
What you can do today
- Forward invoices and credits with the relevant order reference.
- Share payment evidence and confirm how part payments were allocated.
- Keep unbilled commitments and retention separate from invoices already counted.
Want the full picture?
Your personal project assistant in WhatsApp and email. Start with one question, on your own or with collaborators whose access is agreed individually. Each participant has a private conversation with YPA. YPA is available through application, with the project scope, service and price agreed before you start.
This guide is general information, not legal advice. Payment terms, retention and release triggers for the relevant parties come from their applicable agreements — always check the contract before acting. YPA helps you track; it doesn't give legal or tax opinions.