Pay when paid
Open Subcontractors → PAY When Paid in Thermal →
What it's for
Pay when paid shows whether a job’s subcontractor commitment is blocked by an unpaid customer invoice. A linked invoice must be fully paid before that commitment becomes Releasable; a partial payment keeps the whole commitment Blocked. Only money the customer paid counts: an invoice closed by a write-off or credit memo, or cash later refunded, keeps the commitment Blocked. These labels describe this provision only: they do not send a payment or remove other payment holds.
Tabs
Use Pay when paid in the Subcontractors section tabs to open the worklist. The other tabs open the subcontractor book and vendor portal.
Panels and controls
On the worklist:
- Blocked and Releasable show commitment totals and counts for the jobs included in the worklist, across its pages.
- Each row shows the subcontractor, job, paying customer, commitment amount, release eligibility and remaining customer balance. Commitments use the subcontractor cost already recorded on the job.
- Funding invoice selects the issued customer invoice that must be paid. Choose No contingency (unlink) to remove the condition, then select Save contingency.
The worklist shows up to 500 commitments and offers the 500 most recent issued funding invoices. It displays a notice when either limit is reached; commitment totals then cover the displayed rows only. An existing invoice link remains attached even when it falls outside the recent invoice choices.
What it accepts
The funding selector accepts an issued customer invoice for the job’s paying customer, in the same currency. The paying customer can be the site customer, a separate bill-to customer, or the payer on the job’s service agreement. Deposit invoices and invoices submitted by a subcontractor or supplier are excluded.
A job needs a positive subcontractor cost and one assigned subcontractor to add a contingency. If an existing contingent job no longer has one subcontractor, or its funding invoice becomes unavailable or no longer matches its paying customer or currency, the worklist keeps it blocked.
How to configure it
Set the condition per job using Funding invoice and Save contingency on the worklist. Choosing No contingency (unlink) removes that job’s pay-when-paid condition.
Who can see it
The worklist requires access to Subcontractors, Invoices (it reads customer invoices) and Work orders (it reads the jobs) and permission to view costs. A role without the Invoices or Work orders area is denied. It follows your company and branch access. See Roles & permissions for the permission model.