Invoices

The Invoices section in the client portal shows all billing history for the client’s organisation. Invoices are uploaded by the FM company’s admin team and made visible to the client once ready.

Note

Invoice creation and management is handled outside HelpYard (in your accounting software). HelpYard displays invoices that your admin team has uploaded to the client’s record.

What clients can see

• Invoice number, issue date, and due date
• Line items — services performed, dates, and quantities (e.g. number of cleaning visits)
• Amount in AED
• VAT breakdown (5% UAE VAT, displayed separately)
• Payment status

VAT display

All invoice amounts in HelpYard display the breakdown:

• Subtotal (before VAT)
• VAT at 5% (as required by UAE Federal Tax Authority)
• Total (VAT inclusive)

Clients registered for VAT in the UAE can use the VAT amount shown for input tax credit purposes.

Downloading invoices

Click any invoice to open the full record. Click Download PDF to save a formatted copy. The PDF includes:

• Your FM company’s logo and contact details
• Client organisation details
• All line items with dates and quantities
• VAT breakdown
• Payment instructions or bank details (if configured by your admin)

Invoice statuses

Status	Meaning
Draft	Being prepared by the FM company — not yet visible to the client
Sent	Invoice finalised and visible in the portal; payment awaited
Paid	Payment confirmed by the FM company’s finance team
Overdue	Past the due date, payment not yet received

Who uploads invoices

Only Admin users on the provider side can upload or update invoices. Clients cannot create or modify invoices. To upload an invoice for a client:

1. Go to Admin → Organisations → [Client] → Invoices
2. Click Upload Invoice
3. Upload the PDF and fill in the metadata (amount, dates, status)
4. Save — the invoice is immediately visible to the client

Disputing an invoice

If a client believes an invoice is incorrect:

1. The client uses the Contact Support button in the portal to raise the dispute with the FM company
2. The FM admin updates the invoice or issues a correction offline
3. The FM admin can update the invoice record in HelpYard to reflect the corrected amount

Invoice disputes are tracked in the invoice’s notes field for audit purposes.