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

Tutorial Video

Steps

1. Navigate to Accounting > Receivables > Client Job Invoices
2. Click Create a New Invoice.
3. Enter or select  Job No. that needs to be invoiced
4. Go to INVOICE FROM and click Costs.  
   
5. The Invoice Date will default to today's date.  Change if necessary. 
6. The Accounting Month and Accounting Year are set based on the Invoice Date entered.  Change if necessary.  
7. The Payment Terms are based on the Client record but can be overridden at the invoice level if needed. 
8. The Invoice Due Date is automatically calculated based on the Invoice Date and Payment Terms. 
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. 
   
10. Click NEXT to see all of the costs that have been recorded against the job
11. Filter the list of transactions to invoice by applying any of the following
    
    

    Charge Type	Description
    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	Description
    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.

    
    
12. Check the box of the Job No. you want to invoice. 
13. You can also change the MARK UP USD amount at this time if needed. 
    
14. Click NEXT.
15. Review the items and amounts and make any changes if needed
    

    Field	Description
    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.

     

16. Click CREATE DRAFT INVOICE to review the invoice or CREATE FINAL INVOICE to be sent for approval.