Financial and Payment Approvals

Use this workflow when a payment, invoice, subcontractor payout, AR/AP item, or financial exception needs review. Financial approvals should connect back to jobs, vendors, subcontractors, and real operational status.

Workflow outcome

At the end of this workflow, the financial item should have a verified source record, approval decision, payment or hold status, and any needed job, procurement, or subcontractor follow-up.

Start with the financial dashboard for the broad picture before approving individual payments or exceptions.

Step 1: Review the financial dashboard

Open Financials Dashboard or Financials.

Check:

1. Cash and payment signals.
2. AR/AP items needing attention.
3. Job-level financial risk.
4. Revenue or expense exceptions.
5. Approval queues.
6. Any leadership alerts from PulseIQ or C-Suite.

Use the dashboard to prioritize. Do not approve from summary context alone when the underlying job, invoice, or subcontractor status is unclear.

Use transaction and AR/AP views to inspect the exact item before it moves into payment or collection action.

Step 2: Inspect the source transaction

Open the relevant Transactions, AR/AP, invoice, or ledger view.

Verify:

• Customer, vendor, or subcontractor.
• Related job.
• Amount.
• Due date.
• Description or line item basis.
• Supporting document or approval source.
• Whether the work or delivery has actually happened.
• Whether there is a dispute, hold, retainage, or change order dependency.

Step 3: Connect the item to operations

Before approval, check the operational record:

Financial item	Operational check
Subcontractor payment	Work was completed, QA/QC or PM approval exists, no active hold.
Vendor payment	PO was approved, material received or terms justify payment.
Customer invoice / AR	Milestone, draw, or agreement supports the invoice.
Refund / addendum	Quote, change order, or customer agreement supports the adjustment.
Payroll / labor	Time entries are approved and exceptions resolved.

Use Sub-Payment Approvals for trade partner payouts that need PM, operations, or finance review before money moves.

Step 4: Approve, reject, or hold subcontractor payment

Open Sub-Payment Approvals for subcontractor payouts.

Approve only when:

1. The subcontractor is the correct payee.
2. The job and phase match the work performed.
3. Scope is complete or partial payment terms are clear.
4. QA/QC, PM, or field approval is present when required.
5. Amount matches agreement, PO, or approved change.
6. No compliance, lien, warranty, or dispute hold applies.

Use hold or reject when the company needs more evidence. Add a reason so the subcontractor, PM, or finance team knows what must change.

Use Payments after the approval decision is clear and the company is ready to execute or track payment status.

Step 5: Execute or track the payment

Use Payments for execution and status tracking.

Confirm:

• Payment method.
• Bank or payment configuration.
• Payee.
• Amount.
• Scheduled or sent date.
• Payment status.
• Related approvals are complete.
• Notes are recorded if the item is delayed or held.

Step 6: Close the loop with the source workflow

After payment action:

• Update job financial context when the item changes job margin or cash status.
• Update procurement when vendor payment depends on delivery or receiving.
• Update subcontractor notes when payment was held for field reasons.
• Update C-Suite or financial review if the item was a leadership issue.
• Keep records attached for audit and future dispute handling.

Related screens

Portal area	Use it for
Financials Dashboard	High-level financial visibility and prioritization.
Transactions / AR/AP	Source record inspection and receivable/payable context.
Sub-Payment Approvals	Subcontractor payout review, approval, hold, or rejection.
Payments	Payment execution and status tracking.
General Ledger / P&L / Balance Sheet	Deeper finance review and reporting.
Jobs / Procurement / Timesheets	Operational evidence behind financial decisions.