# What do I record on each work item for fees and payments?

> The agreed fee, the amount on your own invoice, VAT and payments — how you record them and how the payment status is worked out.

Last updated: 2026-10-14

Ergothiki **does not issue** invoices or send anything to myDATA. You issue your invoices as you always have; here you record the amounts, so you know what was agreed, what has come in and what is still owed.

| Work item field | What it holds |
| --- | --- |
| Agreed fee | The amount you agreed with the customer (or with the partner) for this work item |
| Invoiced amount (incl. VAT) | The amount on the invoice you issue yourself, VAT included — it may differ from the agreed fee. The card shows it as net, VAT and total, at the office's rate |

### How do I record payments?

On the work item's **Finances** tab (on an assignment to a partner: **Payments**), **+ Record money received** (on an assignment to a partner: **+ Add a payment**) takes an amount, a date and a note; **Save** or Enter keeps them. The status follows from the payments, measured against the **agreed** fee: **Unpaid**, **Partially paid** or **Paid in full**. When you work with another office, both record payments; a row can only be corrected by the office that wrote it.

The default VAT rate is set in **Office details**. Amounts, payments and the project's Finances are seen and changed only by whoever can see amounts:

| Permission | Office Owner | Office administrator | Project manager | Technical staff | Secretariat | Accounting | Website manager |
| --- | --- | --- | --- | --- | --- | --- | --- |
| See the amounts of money on projects and work items | ✓yes | ✓yes | ✓yes | —no | —no | ✓yes | —no |