Subcontractor invoices
When another company collects on your behalf, they send you an invoice at the end of the month. This is where those invoices become real work in WastePro — priced runs, bookings and jobs, recorded exactly like the collections your own trucks do.
It matters because subcontracted work you haven’t loaded is work you can’t bill. Until an invoice is committed here, those collections don’t exist in WastePro, so they never reach a customer invoice or any report.
When you’d use it
Once a month, after your suppliers have sent their invoices for the period just gone. It’s a sit-down job rather than something you dip into daily — most of the work is checking, not typing.
What happens to a file
The screen walks you through four stages, shown as a stepper across the top:
- Upload invoices — drop the supplier’s files in.
- WastePro reads the file into charge lines — every collection is split into the individual charges that make it up, such as the lift and any excess weight.
- Map outstanding jobs — you resolve anything it couldn’t match on its own: an unfamiliar site, waste stream or container.
- Commit — the lines become runs, bookings and jobs.
Nothing is written to your account until you commit. Everything before that point sits in a staging area you can edit, re-read or delete without consequence.
Before your first upload
Three things need to exist, and they only need doing once per supplier:
- The supplier exists as a subcontractor in this organisation — see Suppliers.
- Your organisation has a vehicle named
SUB. It’s a placeholder that subcontracted runs are attached to. You can mark it inactive so it stays out of your fleet screens. - The supplier has an import profile — the saved recipe for reading their particular invoice layout. See Supplier profiles.
Without the SUB vehicle, or with a profile pointing at a supplier belonging to a
different organisation, committing will fail. If a commit refuses to run at all, check
these two first.
A word on money
Two different numbers live side by side here, and it’s worth keeping them apart in your head. What the supplier charges you comes from their invoice. What you bill your customer comes from the rate card on the site’s service — not from the invoice at all. A line can load perfectly and still bill nothing, if no sell rate exists for it. Reviewing catches that before it costs you.
Next: Supplier profiles covers the one-time setup. If that’s already done, go straight to Uploading invoices.