Riverside rebrand — owed to me
The outgoing client invoice with amount, due date, and status.
Receivables · Subcontracted jobs
Track client and subcontractor invoices on the same job
When you take a job and hand part of it to a subcontractor, you've got money flowing two ways: the client owes you, and you owe your sub. If those records live in different places, you can lose track of whether you've been paid before you pay out — or which sub invoice belongs to which job. Cash Workspace lets you keep the outgoing client invoice and the incoming subcontractor invoices side by side in one per-job folder, each with its amount and status.
The problem
Why subcontracted jobs get tangled
Two sets of invoices per job — one you sent, several you received — easily drift apart when they're not filed together.
- You can't quickly see whether the client paid before your sub's invoice is due.
- A subcontractor invoice sits in your inbox, unattached to the job it belongs to.
- Two subs on one job, and you lose track of which has been paid.
- The outgoing client invoice and the incoming sub invoices live in separate tools.
- At job close you can't see both sides of the same project in one view.
The workflow
One folder per job, both sides inside
Make the job the container, and file the client invoice and every sub invoice into it with their own statuses.
- 1
Open a job folder
Create a folder per job, e.g. 'Riverside rebrand', that will hold both the money coming in and going out.
- 2
File the client invoice
Record the outgoing client invoice with its number, amount, due date, and status.
- 3
File each sub invoice
Record each incoming subcontractor invoice with the sub's name, amount, due date, and status.
- 4
Status both sides
Keep each invoice's status current — what the client owes you, what you owe each sub.
- 5
Review at job close
Open the folder and review both sides: client paid, subs paid, nothing left dangling.
Record structure
What to record per job
Each job folder holds two kinds of invoice record — outgoing and incoming — sharing the same fields.
- Job name
- The project the invoices belong to, the folder's anchor.
- Direction
- Outgoing (client invoice) or incoming (subcontractor invoice).
- Counterparty
- The client for outgoing, the subcontractor for incoming.
- Invoice number
- Your number for the client invoice, the sub's number for theirs.
- Amount
- The total and currency for each invoice.
- Due date
- When it's due — so you can see incoming vs outgoing timing.
- Status
- Sent/paid for client invoices; received/paid for sub invoices.
- Attached document
- The client invoice PDF and each sub's invoice attached to its record.
Example setup
An example per-job folder
One way to keep both sides of a subcontracted job together.
Riverside rebrand — owed by me
Each subcontractor's invoice with their amount, due date, and status.
Riverside rebrand — documents
The client invoice PDF and each sub invoice attached for the record.
Common mistakes
Mistakes to avoid
- Filing sub invoices with your expenses and client invoices somewhere else entirely.
- Paying a sub before checking whether the client invoice for that job is paid.
- Leaving a sub invoice unattached to the job it belongs to.
- Losing track of which of two subs on a job has been paid.
- Trying to read a single profit number off the folder instead of just reviewing both sides.
How it helps
How Cash Workspace helps
Per-job folders
Keep one folder per job holding the outgoing client invoice and the incoming subcontractor invoices together.
Both directions, same fields
Record incoming and outgoing invoices with amount, due date, and status so both sides read consistently.
Records side by side
See what you're owed and what you owe on a job side by side for review — without the product computing any margin.
Related
Related job and subcontractor workflows
Subcontractor payment records
Keep records of what you pay out to subs.
One client, many projects
Organize multiple projects under one client.
Project close-out reconciliation
Reconcile a project's invoices at close.
Project finance folder
Keep a single project's finances together.
All finance workflows
Browse the full Cash Workspace workflow library.
FAQ
Subcontracted invoice FAQ
- Can I see profit on the job from this?
- Cash Workspace keeps the client invoice and the subcontractor invoices side by side for you to review, but it does not compute profit or margin. You read both sides yourself.
- Where should subcontractor invoices live?
- In the same per-job folder as the client invoice, marked as incoming, so both directions of money for that job stay together.
- How do I avoid paying a sub before I'm paid?
- Keep both invoices' statuses current in the job folder. With the client invoice's status and your sub's status side by side, you can review the timing before you pay out.
Organizing help — not tax, accounting, or legal guidance
Cash Workspace is a free workspace for organizing invoices, expenses, receipts, clients, and documents. This page is organizing guidance only — not tax, accounting, legal, or bookkeeping guidance. Cash Workspace does not connect to your bank, does not scan or read your receipts for you, and does not move or collect payments. Whether an expense is deductible depends on your situation, so confirm it with a qualified accountant or tax professional.
See both sides of every job
Start a free workspace, file each job's client invoice and subcontractor invoices in one folder, and keep both sides' statuses current so you always know what you're owed and what you owe.