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.
You’ll find the screen under Data & Integrations › Import Data, called Import 3PT Data.
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.
It’s also the first thing you do at month-end. Everything downstream — the customer invoices, the supplier bills, the margin reports — is wrong or incomplete until this is finished. See A month in WastePro.
The screen is scoped to a billing period
Two controls at the top decide what you’re looking at, and everything below follows them:
- The period. Presets for This month, Last month, Two months prior, Financial YTD, or a Custom range. It opens on last month, because that’s the month you’re closing when you arrive — this month’s invoices usually aren’t all in yet.
- The subcontractor. A tab per supplier, so you can work one company’s invoices at a time. Leave it on all of them for the whole picture.
A period here means the month the invoices cover, not the month they were uploaded. That’s how a month-end is actually worked.
The subcontractor tabs show who billed you in this period and who billed you in the period before. That second group is the point: a supplier whose invoice never turned up is invisible at exactly the moment it matters most, unless something goes looking for them.
The summary table
Under the controls sits a small table comparing this period with the prior period, and the variance between them, across six measures:
| Measure | What it counts |
|---|---|
| Unfiled bills | Bills read but not yet attributed to a subcontractor |
| Rows to review | Charge lines that can’t commit as they stand |
| Rows ready to commit | Lines fully matched and staged |
| Rows committed | Lines already turned into runs, bookings and jobs |
| Volume (m³) | Cubic metres in the period |
| Cost ($) | What your subcontractors have billed you |
You can drill into it, down to subcontractor and then site. If the cost is well below last month, that’s usually not a quiet month — it’s an invoice you haven’t loaded.
The four stages
Below the summary, every charge line sits in one of four stages. Working the month means emptying the first two into the last.
Unfiled
Bills WastePro has read but nobody has said who sent them. They have no subcontractor and no billing period yet, so they sit outside the dates above and count for nobody. Naming one also files every other bill from that same subcontractor.
To review
Lines that cannot commit as they stand — a site, stream, container, charge type or date the reader couldn’t match to anything in WastePro. This is the work. Until it’s empty, part of the period’s subcontractor cost is unbooked and the matching customer revenue is uninvoiced.
Ready to commit
Lines that are fully matched and will become real runs, bookings and jobs the moment you commit them. Nothing here has happened yet — it’s staged, and you can still edit or delete a line. Lines nothing prices are not included and won’t go through.
Committed
Already turned into runs, bookings and jobs. These carry real cost and flow to the Xero exports, so they’re read-only here. To change one, re-upload the subcontractor’s bill — that replaces the whole batch.
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.
The rest of the screen
- File history lists every file that came in for the period, so you can see what arrived and when.
- Manage profiles opens the import recipes — see Supplier profiles.
- Governance model downloads an Excel workbook for the whole period, across every subcontractor (not just the tab you’re on). It lays out what the rules currently are and how far they reach: an overview and summary, the code mappings in force, the charge rules, the rate cards, every charge line, the exceptions, a set of checks, and a WastePro upload sheet. It’s the review you’d want before signing off a month.
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.