Handle pay and invoices

Crew invoice you for their approved days. You approve each invoice here and pay it from your own bank. All of it happens on the project's Hours & pay tab and in your Inbox.

Step by step

1. Open the project's Hours & pay tab. Awaiting payment at the top shows what you still owe in total. Below it are In approval and a card per crew member with their hours and cost.
2. Invoices waiting for your decision are on the On me tab of your Inbox. In approval on the Hours & pay tab lists every submitted invoice, including ones still with another approver. Open one to check its days, per diems and expenses. Tap the paperclip next to an expense to see its receipt. If an invoice's route has approvers with Finance on it, it reaches you only after they've approved it. Until then it says Waiting for the finance approver (see the approval chain).
3. Tap Approve, or Request changes if something is off. You can fix a wrong expense amount, VAT rate or mileage yourself before sending it back (Corrections and resubmitting). A late-cancellation fee invoice arrives already approved, because you agreed to the fee when you cancelled the day (Late-cancellation fees). A supplementary invoice for late receipts needs its own approval, and you can't correct amounts on it. If a receipt is wrong, send it back with Request changes (Late receipts).
4. To pay, open the approved invoice. It shows the crew member's Bank account (tap the copy icon). Transfer the money outside CrewShift, then tap Mark as paid on the invoice or on its row under Awaiting payment, and confirm. The invoice moves to the history at the bottom of the tab (Show history) as Paid, awaiting confirmation until the crew member confirms the money arrived.

After approval

Approving finalises the invoice for the tax record, so you can't cancel it afterwards. If it turns out to be wrong, agree the fix with the crew member (usually a credit invoice in their bookkeeping) and book it in your own accounts. See Cancelling.

An invoice is due 30 days after the crew member submits it. Overdue invoices stay under Awaiting payment and also show up on your Dashboard. Some invoices move to the history without you touching them: the crew member can confirm a payment that arrived before you marked it, and their bookkeeping (Moneybird or e-Boekhouden) can register it as paid.

To download an invoice as a PDF, tap the download icon on its row and choose Download PDF. Cost reports and the final settlement for the Filmfonds are in Project finances.