Contractors: checking the status of your invoice
To search for an invoice on the new contractor layout on Dwellant, follow below steps:-
- Log in to your account and go to the 'Invoices' menu from left sidebar and select Invoice List.
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There are now 4 distinct tabs listing invoices under various statuses, enabling a cleaner look of the invoice list screen as shown below
- All invoices - by default this is the pre-loaded view unless changed
- In dispute
- More Data required
- Paid
Additionally you can search for your invoice by clicking on the filter button (one with the reverse-pyramid sign such as this) -
- Type your invoice number in 'Your Reference Number' field. Alternatively you can also search by invoice status, Managing agent client, building names, and much more.
4. After selecting a suitable filter, click on the green Apply button. You should see your invoice displayed as follows:
The invoices statuses are as follows -
| Status | Meaning |
| Awaiting approval | With the property team who instructed the work for them to sign off |
| Approved for Payment | Has been signed off by the property team, and is waiting on the accounts team to pay |
| Deleted by Managing Agent | Your client has deleted this file from their system - usually because they believe it is a duplicate or should not be paid |
| Paid | (Not used by all of our Managing agent clients) the accounting package has recorded this invoice as paid |
| Received | (Not used by all of our Managing agent clients) the file has been received but is not yet awaiting approval |
| Queued for auto extraction | (Not used by all of our Managing agent clients) the file is uploaded and is waiting for the system to auto-read and extract the invoice details |
| Invoice hub processing | (Not used by all of our Managing agent clients) |
| Duplicate | Your invoice reference number has already been used. An invoice reference number is a unique entity in the system |
Additionally you can also filter for invoices with 'Funds in Progress' note or 'In Dispute' status by ticking the checkboxes 'Funds in Progress' or 'In Dispute' on the filter screen -
To process invoices in 'More data required' status-
Invoice upload process on Contractor side progresses in below 2 steps-
Step 1 - you upload an invoice, and it straight away goes into 'MORE DATA REQUIRED' status.
Step 2 - you will need to annotate the uploaded invoice to submit it, it will then change status to 'Awaiting approval'.
If your invoice has been uploaded but not annotated, you will see it under tab 'More data required' status, and it will *NOT* have been sent to your client for approval; you need to add some details.
To add more details to an invoice marked as 'More Data Required', click on the Action button on far right and click Edit details, and then complete the data requested for necessary fields (star marked). You are okay to skip the fields not marked as necessary (e.g.- utility supply id) if you don't have the details. Click OK to save
When you click OK after supplying all details, the invoice status will change to 'Awaiting approval' so you know it has been properly submitted.
Note - if you do not have a work order or contract number, please choose "I definitely DO NOT have a Dwellant Work Order or Contract" during the invoice annotation process. You will then need to choose the correct managing agent (your client) and building for the invoice. If you are not sure about these details, your point of contact is the concerned Managing agent client who will be able to confirm the correct names for you.