Project Invoicing

Using this guide, you can:

• Access the Project Invoicing Tool
• Understand the Project Invoicing Options
• Preview & Edit The Invoice PDF
• Review & Manage your Invoices

Access Project Invoicing

On the View Project screen, you can create an Invoice by clicking on the three dots icon at the top right of the Project and selecting the Invoice from the drop down.

Understanding the Invoicing Screen

The Project Invoicing screen is best understood in three parts which are broken up across the screen. We'll be going through each of these below.

Invoice Details

Populate the general details of the invoice.

1. Invoice Template: Pick from one of your set Invoice Templates.

2. Invoice Title: Choose the Title of your Invoice.

3. Owner: The staff member responsible for the Invoice.

4. Bill To: The Primary contact to be billed.

5. Raised: The date you want the Invoice to be Raised on.

6. Due: The date the payment of the Invoice will be due.

7. Customer Description/Notes: These are external notes, which your Client can see when you provide them the invoice, such as, "This Invoice is a deposit for upcoming work".

8. Internal Description/Notes: These are notes for your own internal records, which the Client will not have access to, such as, "Work will not begin until this invoice is paid".

9. Subtotals: View the subtotals of each section you will be Invoicing for.

Invoicing for Services on the Project

1. Review the Total Budget, amount Previously Invoiced and Remaining Budget on the Project.

2. Invoice for: What would you like to invoice your client for?
   - Work Done –  This invoices your logged work.
   - % of Budget – This bills for a specific defined % of your overall budget. This disregards any logged activities/rates, and just bills directly off the budget you supplied the Project.
   - % Complete –  Choosing this option will bring the total amount invoiced up to the percentage that you choose. For example: if you had previously invoiced a project for 25% of its budget, but you create a new invoice and choose to invoice for 60% complete, it will calculate 35% to be invoiced for the project.
   - Remaining Budget –  Invoice for the entire remaining amount of the Budget you have yet to invoice. For example: if you have previously invoiced 17% of the invoice through Work Done or % of Budget, utilizing this option will automatically set it to invoice the remaining 83%.

3. Invoice Detail: Determine the level of a breakdown you would like for your line items on the invoice.
   - Project Only: Only reveal the Project Name and Value on one line.
   - Milestones: Reveal the Milestone amounts as individual line items. You can also choose to reveal the Project Name as a line item by manually checking the option. 
   - Milestones & Tasks: Reveal the Milestone and Task amounts as individual line items. You can also choose to reveal the Project Name as a line item by manually checking the option. 

4. Work Status: Choose if you would like to Invoice for only Approved Activities or All Activities.

5. Logged Before: Choose to show only work that has been logged before a specific date. 

6. Default Service Item: Choose to reflect the Service Type provided on the Project.

7. Work Detail: Choose to include the below Work Detail options by checking or unchecking the box.

8. Select / Deselect the individual items you would like to include or exclude in the Invoice by checking or unchecking the box beside each object.

9. Description: Edit the description of the line item, if necessary.

10. Itemize: Choose to sort activities by Rate or Staff. You may also choose to not Itemize items by choosing None.

11. Hours: Edit the number of hours spent on this line item.

12. Rate: Edit the rate that these hours are billed at.

13. Add new Service line item: Choose to add on items that were not already included.

14. Group By: Itemize Activities by Staff, Rate, Object, Date, or None.

15. Include Non-billable: Check or un-check this box depending on whether or not you wish to include non-billable Activities.

16. Show: Break down logged work for the Client under Activity Detail. Each line item may include the Date of work logged, Billable/Non-Billable Hours on the Activity, Rate used, total Amount for each item, the Owner of the Activity, Subject of each Activity, and/or the Body (Description) of the Activity.

17. View Service details by hovering over the line item, as well as edit Ledger & Tax codes.

Invoicing for Materials on the Project

1. Review the Total Budget, amount Previously Invoiced and Remaining Budget on the Project.

2. Select / Deselect Materials to be Invoiced by checking or unchecking the box beside each Material.

3. Description: Edit the description of the Material, if necessary.

4. Quantity: Edit the quantity of the Material, if necessary.

5. Price: Edit the price of the Material, if necessary.

6. Add new Material line item: Choose to add on Materials that were not already included.

7. View Material details by hovering over the Material, as well as edit Ledger & Tax codes.

Invoicing for Expenses on the Project

1. Review Previously Invoiced amount.

2. Select / Deselect Expenses to include on the Invoice by checking or unchecking the box beside each Expense.

3. Description: Edit the description of the Expense, if necessary.

4. Rate: Edit the rate of the Expense, if necessary.

5. View Expense details by hovering over the Expense, as well as edit Ledger & Tax codes.

Create the Invoice

After reviewing all Details, Settings, Line items, and Expenses, review the Tax Codes and Totals. When you're finished, choose from 3 options, Preview & Edit PDF, Save Invoice, or Save & Send PDF which will send the Invoice to the Billing Contact right away.

Note: All three options will create an Invoice, but your choice determines which function you want to utilize.

Preview & Edit the Invoice

Preview a more detailed Invoice Report, which you can further customize before sending to your Client. Learn more about creating a PDF Invoice here. 

Customize your Invoice by:

1. Style: Choose Font and Color Theme for the Invoice.

2. Services: Choose to show Quantity, Price per unit Tax Codes and Tax amount for Services.

3. Materials: Choose to show Quantity, Price per unit Tax Codes and Tax amount for Materials.

4. Expenses: Choose to show Quantity, Price per unit Tax Codes and Tax amount for Expenses.

5. Payments: You may also choose to show any previous payments made as well as any related invoices that have been created.

6. Activities: Choose to breakdown your logged work for the Client.

7. File Name: Customize the Name of the PDF File.

8. After reviewing all the details, hit Apply & Close.

9. Save the Invoice: This saves the Invoice but does not send it to anyone until you choose to do so at a later time.

10. Save & Send Invoice: This saves as well as sends the Invoice out to the Billing Contact.

Review & Manage Invoices

To see all invoices against a specific Project, click the Billing tab from the View Project screen.

Click through to the invoice to see more details.