Client Invoices

Create an Invoice

Time & Expense Invoice Type

1. Navigate to “Invoicing” > “Project Billing”

2. Select, search, or filter for the project you need to create an invoice for from the table

3. Click the “Create Invoice” button
1. You will see multiple fields at the top for billing cut off, issue date, etc.
2. The “Items Breakdown” section shows work-in-progress (WIP) hours available to invoice. You can manipulate this information in multiple ways to establish the amount you invoice.
3. To invoice for expenses, scroll down to the “Expenses” section. Any entered mileage or printing expenses against that project will show as items you can include in this invoice. If you need to enter a new mileage or printing expense you can either go to
   Submit Reimbursement Expense or manually enter an expense here at invoice creation.

4. Click “Save Changes”

5. This invoice is now in draft mode, which you can now find by navigating to “Invoicing” > “Invoices” and see invoices that have been drafted are highlighted in yellow.

Proposal Invoice Type

1. Navigate to “Invoicing” > “Project Billing”

2. Select, search, or filter for the project you need to create an invoice for from the table

3. Click the “Create Invoice” button
1. You will see multiple fields at the top for billing cut off, issue date, etc.
2. The “Proposal Summary” section reflects the proposal sent to the client.
3. Click the “Update from Item’s Breakdown” to bring the “Items Breakdown” (WIP hours) into the proposal summary table. If the “% Complete” column values need to be adjusted to reach desired amount this can be done in one of two ways:
1. Adjusting the hours in the Items Breakdown and clicking the Update from Item’s breakdown to get you to desired invoice values or
2. Manually enter the “% Complete” values.

4. To invoice for subconsultant expenses, scroll down to the ”Sub-consultant Invoices” section. Any entered subconsultant invoices against that project will show as a separate line item that you can select to include as part of the invoice. If you need to enter a new subconsultant invoice go to
   Subconsultant Invoices.

5. Click “Save Changes”

6. This invoice is now in draft mode ready for next steps below., which you can now find by navigating to “Invoicing” > “Invoices” and see invoices that have been drafted are highlighted in yellow.

Send Invoice to Client

1. Navigate to “Invoicing” > “Invoices”

2. Invoices that have been created and are in draft mode are highlighted yellow

3. Select the invoice you are ready to issue and select “Complete” to move it out of draft mode into a ready to transmit status.

4. Invoices ready to transmit to client will display in the Invoices page highlighted in blue

5. Click the invoice you are ready to transmit and select “Transmit”

6. Click “Transmit Invoice”

7. Review the fields and add or change where applicable

8. Click “Send”

Delete an Invoice

1. Navigate to “Invoicing” > “Invoices”

2. Select the invoice you need to delete from the table

3. Click to “More Actions” in the bottom left

4. Click “Delete”
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Deleting an invoice put’s hours back in WIP.

Write Off an Invoice

1. Navigate to “Invoicing” > “Invoices”

2. Select the invoice you want to write off.

3. Click “More Actions”

4. Click “Write-off”

5. Select date from the calendar

6. Click “Write Off”

Client Invoice Statuses

• Draft — once saved

• Awaiting Payment — once Marked as complete

• Partially Paid — once payment is associated through
  Payments Received

• Paid in Full — once payment is associated through
  Payments Received

• Written Off — once written off

Track Invoice Status

1. Navigate to “Invoicing” > “Invoices”

2. Click “Filters”

3. Use the filters on screen to review invoice statuses in bulk e.g. Invoice Status > Sent

Export Invoices

1. Navigate to “Invoicing” > “Invoices”

2. Select the invoices you’d like to export by checking the box on the left
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If you’d like to export all invoices, skip to the next instruction and “Select All”

3. Click the three dots at the top of the table

4. Click “Export”

5. A window pops up where you will select “Download”
1. do not close this window

6. You will now have a .csv file ready to import into QuickBooks

7. Once you have successfully imported into QuickBooks in the same pop up window you initiated the download from select “Mark as Exported”
1. On the Invoices page you will see a check mark now in the “Exported” column for invoices exported