1. Invoice Submission Requirements

Before invoices are submitted to Cirrus8, ensure the following requirements are met:

1. Attach invoices as PDF files only.

2. Maximum of 10 PDFs per email.

3. Total email size must not exceed 10 MB.

4. A personalised email signature is not required.

5. Ensure each supplier in Cirrus8 has a unique ABN.

6. The ABN on the invoice must match the ABN of an active supplier in Cirrus8.

Property Manager Procedure

2. Submitting Supplier Invoices

1. Forward supplier invoices to the dedicated Cirrus8 email address assigned to your agency.

2. You may include multiple PDF invoices in one email.

3. Ensure the total email size is under 10 MB.

4. Within 2–48 hours, the system will:

   • Scan the invoice

   • Code the invoice

   • Upload it to Cirrus8 for review.

3. Accessing Automated Invoices

1. Log into Cirrus8 as a Property Manager or Trust Accountant.

2. Go to the Dashboard.

3. Select Forms.

4. Click Automated Invoice.

• 4. Filtering Pending Invoices

  To locate invoices awaiting approval:

  1. Use the Status filter.

  2. Select Pending from the drop-down menu.

  3. Use the Portfolio Manager filter to view invoices relevant to a specific Property Manager.

  4. Click View beside an invoice to open it for review.

5. Reviewing Invoice Information

When the invoice opens:

• The scanned supplier invoice appears on one side.

• The system-extracted invoice data appears in editable fields.

⚠️ Important:
All details must be checked against the original invoice and corrected if necessary before approval.

6. Verify Supplier Details

Check the following fields:

Supplier / Owner

• Confirm the correct supplier is selected.

• If the supplier is missing:

  • Submit a New Company request.

  • The Trust Accountant must approve it before use.

Work Order Lookup

• Search for related CirrusFM work orders and populate the order number if applicable.

ABN Lookup

• Confirm the ABN matches the supplier details.

Payment Method

Verify the payment type:

• EFT

• BPAY

• CHQ

Payment Details

Check payment information matches the invoice.

If incorrect:

• BPAY reference can be manually amended.

• For incorrect BSB or account details, submit a Change Company Banking Details form.

7. Verify Transaction Details

Invoice Number

• Enter the invoice number from the supplier invoice.

• If a warning appears, check previous entries to ensure the invoice is not a duplicate.

Order Number

• Enter the work order number if required.

Invoice Date

• Enter the date shown on the supplier invoice.

Attachment Options

You may select:

• Attach to related AR invoice (if tenant charges apply)

• Attach to Owner’s Report

8. Review Invoice Line Details

1. Property

Confirm the correct property by:

• Using the Property Code Lookup

• Selecting from the dropdown menu

• Applying the top-line property to all lines if required.

Additional tools available:

• Supplier transaction history

• Property notes

2. Invoice Type

Select:

• INV – Invoice

• CRE – Credit

3. Account Code

The system may automatically suggest an account based on historical data.

Confirm the correct expense category:

• Owner Expense

• Directly Recoverable Expense

• Variable Outgoing Expense

• Helpful tools:

  • Budget view (monthly and YTD comparisons)

  • Account code dropdown list.

• 
  

4. Description
Enter a short description of the services or works performed.
Example:

• Plumbing repairs

• Electrical maintenance

• Lift servicing

• Keep descriptions brief for reporting purposes.
  

9. Confirm Dates

Check the following:

• From Date

• To Date

• Due Date

Guidelines:

• If no service period is listed, use the Invoice Date.

10. Select Tax Rate

Choose the appropriate tax rate:

• GST FREE

• GST TAXED

⚠️ Important rule:

If the property owner is not registered for GST, enter the invoice as GST FREE, regardless of supplier GST status.

11. Confirm Amounts

Check the following values:

• Gross Amount

• Tax Amount

• Net Amount

1. Enter the Gross Amount as shown on the invoice.

   Additional options:

   Split Line Items

   Used when costs need to be divided across accounts or properties.

   Steps:

   1. Click Split icon

   2. Select the line item

   3. Enter the Amount to split

2. Click Split

   Merge Line Items

   
   Used to combine entries.
   Steps:

1. Click Merge icon

2. Select lines

3. 
   

4. 
   

5. Click Merge
   

   12. Hold Accounts Payable (Optional)

   Select Hold AP if the invoice should not be paid in the next payment run.

   The hold can be removed later.

   
   

   13. On-Charge Costs to Tenants (AR)
   If costs must be charged to tenants:

   1. Click the AR icon.

Complete the following fields:

• Entry Type (Single Lease or Multiple Lease)
• Lease selection
• Transaction Date
• Service period dates
• Account Code
• Description
• Net Amount
• For multiple leases:

• Select the percentage allocation method.

• Optional:

  • Create an Interim Tax Invoice..

14. Add Additional Line Items

If required:

1. Click + Add New Line

2. Enter the relevant transaction details.

15. Add Remarks (Optional)

Use the Remarks field to add notes or comments related to the invoice.

16. Final Actions

After reviewing the invoice, choose one of the following actions:

• Send Email to Tenants – Sends interim AR invoice

• CC Me – Receive a copy of tenant email

• Go Back to List – Return to invoice list

• Skip This Entry – Move to the next invoice

• Save as Draft and Go to Next

• Approve

• Approve and Go to Next

• Delete and Go to Next