--- title: How to create a Client Job Invoice based on actual costs description: Invoice costs incurred on a job - including actual time, internal charges, supplier invoice costs, and billable expenses --- [Skip to content](https://knowledgebase.counta.com/knowledge/production-invoices-how-to-invoice-actual-costs#main-content) English Show submenu for translations ![Counta\_logo\_fullcolor](https://knowledgebase.counta.com/hubfs/Counta_logo_fullcolor.svg) Open main navigation Close main navigation - English Show submenu for translations How can we help you? - There are no suggestions because the search field is empty. 1. [Counta Help Center](https://knowledgebase.counta.com/knowledge?hsLang=en) 2. [Receivables](https://knowledgebase.counta.com/knowledge/receivables?hsLang=en) 3. [Client Job Invoices](https://knowledgebase.counta.com/knowledge/receivables?hsLang=en#client-job-invoices) November 4, 2026 # How to create a Client Job Invoice based on actual costs ## Invoice costs incurred on a job - including actual time, internal charges, supplier invoice costs, and billable expenses ### **Step by Step Guide:**  How to create a Client Job Invoice based on actual costs **[Made by Joanne Miguel with Scribe](https://scribehow.com/o/xS1oNPlyTOKmA7rZinRNMw/viewer/How_to_create_a_Client_Job_Invoice_based_on_actual_costs__Xk-mvep1QSesNd-FDfN96A)** Invoice costs incurred on a job - including actual time, internal charges, supplier invoice costs, and billable expenses 1\. Navigate to **Accounting \> Receivables \> Client Job Invoices** ![](https://colony-recorder.s3.us-west-1.amazonaws.com/files/2025-12-17/67373f39-9a01-4040-84c3-21584c882767/user_cropped_screenshot_732dfbe2d509441aaf7c76e32d8360c3_text_export.jpeg) 2\. Click **New Invoice** ![](https://colony-recorder.s3.us-west-1.amazonaws.com/files/2025-12-17/ec778764-bc94-447c-b486-9d0a177bfad4/user_cropped_screenshot_d47edbc17a834ebebbda29ce5c771d83_text_export.jpeg) 3\. Enter or select **Job No.** that needs to be invoiced ![](https://colony-recorder.s3.us-west-1.amazonaws.com/files/2025-12-17/c1ca6ca1-4822-40d9-93b6-32c6936b272f/user_cropped_screenshot_9281c4f101da45f08d635d40323cef7c_text_export.jpeg) 4\. Go to **INVOICE FROM** and click **Costs.** ![](https://colony-recorder.s3.us-west-1.amazonaws.com/files/2025-12-17/6765ce31-ab8d-47b8-9f72-34df69aac252/user_cropped_screenshot_a98dcad8bd984417b91f75062adfa0c2_text_export.jpeg) 5\. The **Invoice Date** will default to today's date. Change if necessary. ![](https://colony-recorder.s3.us-west-1.amazonaws.com/files/2025-12-17/9e265135-1105-4ac8-a8e5-c522f5bdb2bb/user_cropped_screenshot_7cf9454d10d6428b9cec2b006d70edfa_text_export.jpeg) 6\. The **Accounting Month** and **Accounting Year** are set based on the Invoice Date entered. Change if necessary. ![](https://colony-recorder.s3.us-west-1.amazonaws.com/files/2025-12-17/32cce9b2-85ec-44c8-a170-7293ea84e7fe/user_cropped_screenshot_e78e699f83aa4116821c6852771c06e2_text_export.jpeg) 7\. The **Payment Terms** are based on the Client record but can be overridden at the invoice level if needed. ![](https://colony-recorder.s3.us-west-1.amazonaws.com/files/2025-12-17/22785e49-6e8d-4210-91bc-e164efc2dbc4/user_cropped_screenshot_fdf1d24530124a82b4e94723ba3ace94_text_export.jpeg) 8\. The **Invoice Due Date** is automatically calculated based on the Invoice Date and Payment Terms. ![](https://colony-recorder.s3.us-west-1.amazonaws.com/files/2025-12-17/e5bbe654-2074-42bb-a955-41c2455b5a3c/user_cropped_screenshot_3d2357cbfb5d448680e4ad2dd9889d2b_text_export.jpeg) 9\. To see which client contact the invoice will be addressed to, click Contact on the top right side of the page. Assign a new contact, if different from the invoice contact default defined on the Client record. ![](https://colony-recorder.s3.us-west-1.amazonaws.com/files/2025-12-17/9d6bd865-aa47-4cfe-8077-7af7016dab0a/user_cropped_screenshot_6f6731558d604b8581414d393b499db9_text_export.jpeg) 10\. Click **NEXT** to see all of the costs that have been recorded against the job ![](https://colony-recorder.s3.us-west-1.amazonaws.com/files/2025-12-17/d223aa2b-5a86-4769-9ec0-7c2860aef8d7/user_cropped_screenshot_6b666b34b21e44fcaf46a9014bbe4c58_text_export.jpeg) 11\. Filter the list of transactions to invoice by applying any of the following: **Charge Type** - **Time** - Includes all hours entered against the job - **Internal** - Includes all internal charges entered against the job estimate. - **Supplier** - Includes third-party costs from supplier invoices or expense claims. **Transaction Dated** - **Up to Invoice** **Month** - Only include transactions that are dated months prior to or the same as the date of the client invoice, e.g., if the client invoice is dated August 2021, only include costs dated up to August 31, 2021). - **Up to Invoice Date** - Only include transactions that are dated prior to or the same as the date of the client invoice, e.g., if the client invoice is dated August 15, 2021, only include costs dated up to August 15, 2021. - **Prior to Invoice Month** - Only include transactions that are dated months prior to/earlier than the date of the client invoice, e.g., if the client invoice is dated in August 2021, only include costs dated up to July 31. - **All Dates** - All cost transactions associated with the job are included regardless of the date. ![](https://colony-recorder.s3.us-west-1.amazonaws.com/files/2025-12-17/e84f27b7-e949-463a-a6c0-0e8971db8a43/user_cropped_screenshot_48428fdffc61475b8b9cfc49e6a1f475_text_export.jpeg) 12\. **Check the box of the Job No.** you want to invoice. ![](https://colony-recorder.s3.us-west-1.amazonaws.com/files/2025-12-17/6ee70529-e8f3-4248-863d-d9848aa7e5f5/user_cropped_screenshot_85744d0552994340ab7574942f6ab26a_text_export.jpeg) 13\. You can also change the **MARK UP USD** amount at this time if needed. ![](https://colony-recorder.s3.us-west-1.amazonaws.com/files/2025-12-17/9c8faa97-fd6d-4e40-95e3-faa55cc0914a/user_cropped_screenshot_70a89d38022e48dfb413ebbf33c940c1_text_export.jpeg) 14\. Click **Next** ![](https://colony-recorder.s3.us-west-1.amazonaws.com/files/2025-12-17/ecccc67f-fe16-4c6e-ae5d-cccb84b1ea8e/user_cropped_screenshot_8eb07ecb4e5a471f883984b5e2ecdac4_text_export.jpeg) 15\. Review the items and amounts and make any changes if needed: - **Client Order No.** - Enter a client order number. If this was entered on in the job or estimate the information will automatically populate. - **Layout** - Select a layout option. - **Sort Order** - Update if needed. - **Description** - Update if needed. - **Notes** - Add notes for the overall invoice. ![](https://colony-recorder.s3.us-west-1.amazonaws.com/files/2025-12-17/3cf7c522-8d8a-4476-9e06-a2b7172ba44e/user_cropped_screenshot_86921dcf0d5b4ff59bf3dd2bc1039d63_text_export.jpeg) 16\. Click **CREATE DRAFT INVOICE** to review the invoice or **CREATE FINAL INVOICE** to be sent for approval. ![](https://colony-recorder.s3.us-west-1.amazonaws.com/files/2025-12-17/552d640c-3f6c-4603-8cf8-0ef82631523e/user_cropped_screenshot_626be257623c4a4284f3e068b27ddfb0_text_export.jpeg) Tip: Additional options for cost-based invoices: - You can list the detailed cost lines by going to the **Client Job** **Invoice Layou**t and checking the **List Costs** box next to each line. This can also be set as the default for each task type by going to **Master Files \> Task Types** and clicking the option to **List Costs on Costs Method Invoices** for each relevant task type. - To break out line items for the same task type with different billable rates, enable the option to **Create a Line for Each Rate on Costs Method Invoices** at the task type level. - [Product Updates](https://knowledgebase.counta.com/knowledge/product-updates?hsLang=en#main-content) - [Live](https://knowledgebase.counta.com/knowledge/product-updates?hsLang=en#live) - [Tutorial Video Library](https://knowledgebase.counta.com/knowledge/tutorial-video-library?hsLang=en#main-content) - [General Navigation](https://knowledgebase.counta.com/knowledge/tutorial-video-library?hsLang=en#general-navigation) - [Time and Task](https://knowledgebase.counta.com/knowledge/tutorial-video-library?hsLang=en#time-and-task) - [Job Management - Basics](https://knowledgebase.counta.com/knowledge/tutorial-video-library?hsLang=en#job-management-basics) - 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