Tracking what's still owed per contractor

01Where to find it

Contractors in the main navigation. Each row is one contractor, sorted with the most urgent due date first, so anyone with overdue invoices floats to the top.

Each row shows:

• The contractor name and trade.
• Their VAT number, with a check mark if VIES validated it (see a contractor's VAT number won't validate).
• The outstanding amount — invoices that are not marked paid, totalled.
• The most urgent due date — the soonest unpaid invoice's due date, with a signal colour if it is approaching or overdue.
• Health flags — small badges if Hemma has spotted anything in the public records (struck off, name mismatch, etc.).

Tap a row to open the contractor's detail page.

02What "outstanding" means

For a single contractor, the formula Hemma uses is:

Outstanding = sum of incl-VAT totals of every invoice — sum of incl-VAT totals of every paid invoice.

A few specifics that fall out of that:

• Quotes do not count. Outstanding is only invoices. A quote that the contractor sent for €40k does not become outstanding the moment you accept it; it becomes outstanding the moment you receive an invoice for the work.
• Credit notes count negatively. A credit note from a contractor reduces what you owe them. Hemma extracts negative totals correctly and rolls them in.
• Marking paid moves the needle immediately. As soon as you tap Mark as paid on an invoice, it stops counting toward outstanding. See marking an invoice as paid.
• Amounts are incl-VAT. Same convention as the rest of Hemma — see net, VAT, and total.
• No partial payments yet. An invoice is either paid (counts as zero) or unpaid (counts as full). There is no half-paid state in this version.

03The contractor detail page

Tap a contractor row and you land on their detail page. Three things live here:

1. The header — name, trade, VAT number, contact details. Anything Hemma fetched from the Belgian company registry (KBO) is shown here too.
2. The totals strip — invoiced, quoted, paid, and outstanding. Same numbers, broken out so you can see where the outstanding figure comes from.
3. The asset list — every invoice, quote, plan, photo, or note tied to this contractor. Sorted by date.

The list is the audit trail: scroll it to see exactly which invoices contribute to the outstanding total, and click into any one to mark it paid or correct an extraction.

04Common questions

Why is the outstanding total different from what my contractor told me? Three usual causes: (1) you have an invoice they have not sent yet, or vice versa; (2) one of their invoices is in Needs review and has not been counted (resolve it first — see reviewing and correcting what the AI extracted); (3) you marked an invoice paid that they never received the money for. Walk the asset list — the answer is in there.

Why does the most urgent due date have a colour? The same signal scale used everywhere — see what the signal colours mean. Amber means it is coming up; red means it is overdue.

A contractor is in the list but I have not actually hired them. They probably sent you a quote. Quotes count for the contractor list (so you can compare them) but not for outstanding. Ignore the row until you receive a real invoice, or remove the contractor from the project if you are sure you will not work with them.

How do I add a contractor manually? From the Contractors page, Add contractor. See adding a contractor for the full flow including the VAT lookup.

05What if it goes wrong

• The outstanding total looks too high: you probably have an unmarked-paid invoice. Open the detail page and walk the list.
• The outstanding total looks too low: an invoice may be linked to a different contractor (an extraction got the contractor wrong). See the AI extracted the wrong amount or contractor.
• The contractor row is missing entirely: the contractor on the invoice does not match any contractor on the project. Open the invoice, fix the contractor field, and the row appears.

06Related

• Marking an invoice as paid
• Net, VAT, and total — what Hemma uses where
• A contractor's VAT number won't validate
• The AI extracted the wrong amount or contractor