QUICK STEPS
Paying vendors:
Go to Payments → Accounts Payable → Products → Add Payment.
Locate the vendor, then the work order to reconcile, and click the shopping cart.
Reconcile the vendor bill — confirm freight, discounts, other costs, and tax match the vendor invoice.
Select the bill date — payment terms auto-populate from the vendor profile (or select manually), and the due date auto-populates from terms.
Save. Repeat for multiple bills from the same vendor.
When ready to pay, select all bills or select individually — the system tracks the total payment amount.
Create the QuickBooks payable: select payment method QuickBooks Payable, account name Payables, ensure the QuickBooks sync toggle is on, and save — this sends each bill to QuickBooks individually.
Paying contractors:
Before a contractor appears in Payments, open the relevant work order and go to Contractor Actions (not Work Order Actions — this step must be done here).
Select Mark Contractor Ready for Payment from the dropdown — this confirms the work is complete and the contractor can be paid.
Go to Payments → Accounts Payable → Contractors → Add Payment.
Locate the installer, then select all invoices or check them individually.
Set payment method to QuickBooks Payable and account name to Payables, then save.
TIPS:
⚠️ Marking a contractor ready for payment must be done through Contractor Actions on the work order — it cannot be done through Work Order Actions.
💡 If your company doesn't use QuickBooks, the process is identical — just leave the QB Sync toggle off. FloorZap still records the payment internally for record-keeping.
Remember: Vendors and contractors both flow through Accounts Payable, but contractors have one extra required step first — marking them ready for payment from Contractor Actions.