How Do I Generate Invoices?

The following steps provide instructions on how to generate invoices for project time and expenses that are ready for billing. You can generate invoices for hourly (that is, Hourly Rate or Multiple of DSE/DPE) and fixed fee contracts (Stipulated Sum, Percentage of Construction and Unit Cost). Invoices can also be created for fixed fee projects which include fees for additional time and materials provided.

• We recommend that you set up a project budget before generating invoices for Fixed Fee contracts so you can get a clear picture of the financial state of a project (that is, Budget, Actual and Invoiced amounts). Budgets for Percent of Construction and Unit Cost contracts must be percentage based.

1. Click Projects on the navigation bar.
2. Select a listed project to edit.
3. Click the Time/Expense tab and select Current from the Invoice Status drop-down list to review the billable time entries.
   • If there are time and expense entries that are on Hold you can decide if you want to bill them now. Or you can put entries on hold to bill at a later date. Time and expense entries with an Incomplete status should be resolved or deleted.
   • If you don't resolve incomplete time and expenses now, you will be prompted to do so when generating an invoice.
4. Click the Billing tab and select Options from the drop-down list from the Billing button panel. The first time you create an invoice for a project, you must set up its billing options.

5. Select the invoice method (for example, Hourly, Unit Cost, etc.) and do one of the following based on your selection:

   • Hourly Rate: Select the Cap check box if the project billing fee will be capped and enter the maximum billable amount for the overall project. Skip to Step 7 to continue.

   • Stipulated Sum: Enter a value in the Current % or Current $ field in the invoice grid to specify the billing amount for each phase. Whether you can enter a percentage or dollar amount is based on how the project was budgeted (that is, percentage or fee). Continue to Step 6.

   • Multiple of DSE/DPE: This invoice method is only used for projects with the United States Government. Select the Cap check box if the project billing fee will be capped and enter the maximum billable amount for the overall project. Specify the multiplier rate and the type, Direct Salary Expense (DSE) or Direct Personnel Expense (DPE). Skip to Step 7 to continue.

   • Percent of Construction: Enter an amount in the Construction Value field and then enter a percentage to specify the portion of the total project value to budget for billing. Enter a percentage in the Current % field in the invoice grid to specify the billing amount for each phase. Continue to Step 6.

   • Unit Cost: Specify the footage/meters and the rate per unit of distance to determine the billing fee amount. Enter a percentage in the Current % field in the invoice grid to specify the billing amount for each phase. Continue to Step 6.

6. Select the check box in the last column to specify which phase to include and bill on the generated invoice.
7. If you need to make add or subtract amounts from the invoice or want to apply a markup to expenses, enter the amounts on the Adjustment/Markup tab.
8. On the Invoice Extras tab, specify the additional information you want to include with the invoice (for example, statement, retainer, fee details, etc.).
9. Click the Interest tab and set the payment and interest terms to be applied to the invoice.
10. If you need to apply a tax method different from that set up in Preferences to the project, click the Tax tab and make the necessary changes. Click Apply when you have finished. The new Tax model will be applied to all Time/Expense -Detail screen for the project that have not yet been billed.
11. Click the Invoice Format tab and specify whether amounts will be summarized by Job Code, Phase or neither. You can also set up the amount of detail to be displayed for time and expense entries and determine what value to display for the balance due.
12. Click the Invoice Output tab and enter a title for the invoice (for example, Invoice for services rendered). Include a message to display on the invoices and select an invoice template.
13. Choose an output option for the invoice (for example, PDF or RTF).
14. Select Save from the Action drop-down list on the Billing button panel.
15. Select New from the Action drop-down list.
16. On the Invoice cut-off date screen, specify an End date.
    • A Start date is not necessary. We recommend you leave this field blank to avoid excluding billable time and expense entries on the invoice by mistake.
17. Select an Invoice date. The invoice will be due in X number of days (for example, 30), based on your payment terms, from this date.
18. The next available invoice number displays by default but you can modify this number if needed.
    • You can create unique invoice numbers for your projects. When generating an invoice, on the Invoice Cut Off Date screen, enter a unique number (for example, "Project X-001"). Note which number is next in the customized sequence (that is, "Project X-002) so the next time you create an invoice for that project, you can overwrite the default. Invoice numbers (either the next in sequence or the custom number you defined) do not display on invoice drafts. Numbers only display on finalized invoices.
19. Click Continue.
    • A message displays if any Incomplete time and expense entries exist. You can complete or delete them and generate the invoice again.
20. A draft of the invoice displays in the selected format (for example, PDF).
21. Do one of the following:

    • If you do not like the invoice format or see an error, select Delete Draft from the Action drop-down list on the Billing button panel.

    • If the invoice looks correct, print the invoice or save a copy of it and close the invoice.

21. Select Finalize Draft from the Action drop-down list.