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Disbursement Accounts

The disbursement account is a job's financial record. Providers build it from services and line items, choose what the requester can see, and put each service through an approval loop. It is what the PDA, DA, and FDA are generated from.

FOR BUYERS & PROVIDERS

Prices, costs, and margins are visible only to the Admin, CEO, Manager, and Finance roles. Operations can work the account but not see what anything costs or earns.

Key takeaways

  • Accepting a quote fills the account automatically. Every quoted service and line item carries across.
  • Items are Billable, meaning charged to the counterparty, or Non-billable, meaning they affect your margin only.
  • Nothing reaches the requester until you publish it, and Private items never do.
  • Each service goes through approval: submit, then approved, changes requested, or rejected.
  • Delivery is tracked separately from money, item by item.

Where to find it

Open a job and select the Disbursement Account tab. The count beside it tells you how many services are on the account.

If you are providing the service

You build it, price it, and decide what the other side sees.

Billable items are charged to the counterparty and are the only ones that can appear on an exported document. Non-billable items stay internal, either as an Expense that deducts from margin or Revenue that adds to it, which together give a true profit and loss picture for the job.

Three things then control visibility, and they work independently. Publication: an item is Draft, Published, or Pending Changes, and only published items reach the requester. Visibility: an item is Public or Private, and Private items stay with you permanently. Service publication: a service reads Draft, Partially Published, or Published depending on how many of its items you have released.

PortzApp disbursement account as the provider sees it, showing line items with billing types alongside revenue, costs and net margin
The provider's view, with cost, margin, and every item including those the requester cannot see.

Before publishing anything, check what the other side will see. Three views switch the same account:

  • All: every service and item, including drafts and private items.
  • Requester's View: only published, public items.
  • Internal Costs: private items, plus the cost breakdown behind anything you have marked up.

The switcher is yours alone. A requesting organization has no equivalent.

PortzApp disbursement account view selector showing all items, the requester's view, and internal costs
Switch views to see the account as the requester sees it before you publish anything.

If you are requesting the service

You see published, public items with their delivery status, and no costs or margins at all. There is no view switcher on your side, and nothing is hidden from you that the provider has published.

Each service is submitted to you for approval. Approve it as it stands, request changes with comments explaining what needs to move, or reject it outright. The provider adjusts and resubmits, and the full approval history and its conversation stay attached to the service.

PortzApp disbursement account services card as the requesting organization sees it, showing a service with its own status and line items marked completed, in progress or not started
The requester's view: delivery status on the service and on every line beneath it.

The approval workflow

When a service is ready, submit it for approval. The requesting organization then approves it, requests changes with comments, or rejects it. You adjust and resubmit as needed. The full approval history and its conversation stay attached to the service, so both sides can see what was agreed and when.

Approval statuses

Status
What it means
Pending Approval
Submitted and waiting on the requester.
Approved
Accepted as it stands.
Changes Requested
The requester wants something altered. Their comments explain what.
Rejected
Turned down rather than sent back for edits.
PortzApp disbursement account service showing its approval status alongside the approval history and comments
Approval history stays with the service, including what was asked for and by whom.

Tracking delivery

Separately from money, every item and service carries a delivery status: Not Started, In Progress, Completed, or Cancelled, with completion notes.

Service status is set on its own rather than derived from the items beneath it, so a service can read Not Started while two of its items are already Completed. This is what the requester watches while the port call is under way, and it moves independently of whether an item has been published or approved.

Common issues

The requester cannot see an item

It is still Draft, or marked Private. Publish it, and check it is Public rather than Private.

I cannot see costs or margins

Financial figures need the Admin, CEO, Manager, or Finance role.

An item shows as Pending Changes

You edited it after publishing. Publish again to send the new version across.

I need to change a service that was already approved

Edit the items and resubmit. The earlier approval stays in the history.

FAQ

What is the difference between Draft and Private?
Draft means not published yet, so it can still be released later. Private means it stays with you permanently, whatever you do with publication.
Which items can go on a PDA, DA, or FDA?
Only billable items that have been published. Non-billable and private items never appear on an exported document.
Who approves a service?
The requesting organization, through its Admin, Manager, or Finance roles.
Does approving a service mean the work is done?
No. Approval is about the money. Delivery is tracked separately with its own status on each item.
Can I see the account as the requester sees it?
Providers can, using Requester's View. It shows published, public items only, so you can check before releasing anything.