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Easier Purchase Order Summary Download from Documents Tab
Customers want an easier way to download a summary of purchase orders for a specific date range directly from the Documents tab, as the current export options are not functional and require a less intuitive workaround. We are working on adding a direct "Download Summary" option to the Documents tab for filtered purchase orders, similar to the existing functionality for timesheets. This will streamline the process and allow users to export data in CSV/Excel format.
Variations pull through line by line into Payment Application
Rather than pulling the entire variation as one line item into AfP’s, variations should pull into payment applications as the sections in the bill of quantities do.
Fix empty email bodies showing on invoices synced to Xero
Some invoices synced to Xero show an empty email body instead of the attachment. Update the attachment order so the PDF/attachment takes priority.
Inherit supplier when creating a document from another document
When creating a document from another document, automatically inherit the supplier and link back to the source document.
Link uploaded cost elements to tags or cost codes
Allow uploaded cost elements to be linked to tags or cost codes.
Show % of PO remaining on hover
Show the percentage of a purchase order left when hovering over the invoiced amount.
Add manual reverse charge notes to invoices
Allow a manual note to be added to invoices for reverse charge VAT.
Exclude materials on site from the summary view
Exclude 'materials on site' entries from the summary view but keep them included in payment applications.
Variations - chat to CorePIlot
Why Variations (change orders) significantly impact project budgets and timelines. Users need to chat with CorePilot about variation status, approvals, financial impacts, and relationships to payment applications. Questions like "What's the total value of approved variations?" or "Show unapproved variations affecting margin" require variation context. What Index all variation-related data and enable conversational queries about: Variation orders (VO numbers, descriptions, values) Approval status and workflows (internal, client approvals) Financial impact (added/removed amounts, margin effects) Relationships to payment applications and certifications Line item details (BoQ items affected, quantities, rates) How Data indexing (coreloops-ai) Vector DB seeding: Extract variation data from main DB Structure context documents: Variation header: VO number, description, supplier, total value Approval status: internal/client approval states, dates, approvers Line items: BoQ references, quantities, rates, subtotals Payment links: which payment applications include this VO Financial impact: effect on budget, margin, forecast Generate embeddings for semantic search Update on variation creation/modification Query capabilities: Filter by: status (approved/pending/rejected), value ranges, dates Aggregate: total variation value, approved vs pending Join: variations → payment applications, variations → suppliers Calculate: impact on budget utilisation, margin erosion Chat prompts Sample queries to support: "Show all pending variations awaiting client approval" "What's the total value of variations this month?" "List variations for [supplier name]" "Which variations are in payment application #5?" "Show proceed-at-risk variations" "What's the impact of approved variations on our margin?" Dependencies COR-1267: Parent chat interface COR-1398: Tenant data guardrails Variation data model and approval workflows Payment application linkage Acceptance Criteria [ ] All variation orders indexed with full details [ ] Approval status and workflow state available in chat [ ] Users can query variations by status, supplier, value, date [ ] Chat calculates total variation impact on budget and margin [ ] Variation-to-payment-application relationships surfaced [ ] Line item details accessible through chat [ ] Proceed-at-risk variations flagged in responses [ ] Queries scoped to user's tenant and project permissions [ ] Context updates when variations created/approved/modified
Integrate Coreloops with Sage 200
Why Implement integration between Coreloops and Sage 200 for seamless accounting synchronisation via Membrane and Zynk. Export approved documents from Coreloops into Sage 200. What Implement one-way data export from Coreloops to Sage 200 for invoices, bills, and related financial documents. How See child issues for detailed implementation tasks. Integration approach: Use Membrane as the integration platform Leverage Zynk connectors for Sage 200 connectivity Export approved documents from Coreloops to Sage 200 Key features: CIS mapping to Sage 200 Export invoices and bills to Sage 200 Tracking categories/cost centres mapping Automatic sync via webhooks Attachment handling Dependencies Membrane configuration with Zynk for Sage 200 Sage 200 API access and credentials Zynk documentation: https://docs.zynk.com/workflow/documentation/sage-200/index.html Acceptance Criteria All child issues completed Documents export successfully from Coreloops to Sage 200 CIS settings sync correctly Error handling and logging implemented Users can view sync status from Coreloops
Payment Application - chat to CorePIlot
Why Payment applications (valuations) are critical monthly snapshots of project financial status. Users need to chat about certification gaps, retention, historical trends, and supplier claims. Questions like "What's the gap between applied and certified this period?" or "Show payment application history for cost code 02" require detailed valuation context. What Index payment application data to enable queries about: Valuation summaries (numbers, dates, total values) Line item details (BoQ items, claimed vs certified amounts) Retention calculations and release status Variations included in each application Period-over-period trends Supplier-specific applications How Data indexing (coreloops-ai) Vector DB seeding: Extract payment application data from DB Structure context documents: Application header: valuation number, date, supplier, total applied/certified Line items: BoQ references, quantities, rates, applied %, certified % Retention: amount held, cumulative retention, release dates Variations: VOs included, amounts Summary metrics: total applied, certified, gap, retention Historical comparison: vs previous application, cumulative totals Generate embeddings for search Update on application submission/certification Query capabilities: Filter by: application number, supplier, date, status Aggregate: total applied, certified, gaps, retention held Trend: period-over-period changes, cumulative progression Drill-down: specific cost codes, BoQ items within applications Chat prompts Sample queries to support: "Show the latest payment application status" "What's the certification gap in valuation #8?" "List all payment applications from [supplier]" "Show retention held across all applications" "Compare this month's application to last month" "Which line items were reduced in certification?" "What's the total uncertified work in progress?" Dependencies COR-1267: Parent chat interface COR-1398: Tenant data guardrails Payment application data model Variation linkage Retention calculation logic Acceptance Criteria [ ] All payment applications indexed with line item detail [ ] Users can query applications by number, supplier, date [ ] Chat calculates certification gaps (applied vs certified) [ ] Retention amounts surfaced in responses [ ] Variations included in applications shown [ ] Period-over-period comparisons available [ ] Drill-down to specific cost codes and BoQ items [ ] Uncertified WIP calculated correctly [ ] Historical application data accessible [ ] Queries scoped to tenant and project permissions [ ] Context updates on new applications and certifications
Sales Invoices should show DRC
Generated Sales invoices created within Coreloops, where we have to charge a domestic reverse charge, should show the amount without affecting the total amount in the document
Being able to carry out bulk actions in bulk
As you can do in Xero, you should be able to make multiple changes to documents without having to wait for each one to be filled in before having to make the bulk action again
Flagged timesheet entries to be shown at the top
When importing timesheet entries, the flagged entries should show up at the top of the list so that you do not need to scroll down to find them.
Streamline Purchase Order Creation with Auto-filled Delivery Addresses
Customers frequently create purchase orders that require the same delivery address as their project site. Manually entering this information for every purchase order is time-consuming and can lead to errors, making the process repetitive and inefficient for users managing multiple projects. To address this, we can introduce a feature that automatically populates the delivery address field on a new purchase order with the associated project's site address. Users will still have the flexibility to easily edit this address if a different delivery location is required for a specific order, thereby streamlining the PO creation workflow.
Consistent Xero Invoice Status Syncing Improvement
Customers need their invoices to consistently sync with the correct approval status when integrated with Xero. Currently, some invoices are incorrectly marked as "awaiting approval" instead of "awaiting payment" when they are approved in our system, requiring manual correction. This inconsistency can lead to extra work and potential delays in financial processing. To address this, we will investigate the underlying status-mapping logic to identify and resolve the cause of these inconsistencies. Our goal is to ensure all invoices accurately reflect their approval state in Xero without manual intervention, streamlining financial workflows for our users.
Enhance Cost Element Upload with Tagging for Reporting
Many of our users need a better way to categorize their uploaded cost elements for accurate financial reporting. They find it challenging when these costs aren't automatically linked to existing tags or cost codes, leading to difficulties in getting a consolidated view of their expenses. We are working on an update that will allow users to easily link uploaded cost elements to their existing tags or cost codes during the upload process. This will ensure all costs are correctly categorized and reflected accurately in their reports, providing more precise financial insights.
Custom Branding for Outbound Document Emails
Customers want their outbound document emails, such as invoices, to reflect their own company's branding and logo instead of Coreloops' default branding. This is crucial for maintaining a consistent and professional brand image when communicating with their clients. This new feature will allow users to easily upload their company logo, which will then automatically appear in the header of all outbound document emails. This ensures that all communications sent through our platform are fully branded by the customer.
Enhance Duplicate Invoice Detection Logic for Accuracy
Customers need a more precise way to identify duplicate invoices, as the current system frequently flags recurring invoices with different dates or numbers as duplicates. This leads to unnecessary manual reviews and reduces efficiency in financial processing. We will enhance the duplicate invoice detection logic to include invoice date and invoice number in the matching criteria. This improvement will ensure that only genuine duplicates are flagged, significantly reducing false positives and streamlining invoice management for users.