Overview
Easily manage the creation, tracking, and approval of invoices for both contracted and off-system vendors. With INGENIOUS, streamline your invoicing process, ensure accurate financial management, and maintain visibility over project funding and payments.
Prerequisites
A contract or change order must be marked as executed before it can be billed against.
To approve an invoice, a funding source must be entered.
If there is a chain of approval this invoice should go through, set this up first in Financial Approval Workflows.
The Budget does NOT have to be marked as approved to start entering invoices.
Process
Navigate to Invoicing and Pay Applications Packages:
Use the project navigation menu to access this section.
2. Create the Invoice:
Click +Create and choose Contracted Invoice. Select the relevant contract and proceed.
Tip: To invoice against your own contract or your contract with your client, select that contract. It is usually listed as the Main Contract.
3. Enter Invoice Details:
Fill out the details, including the invoice number, date, and period it covers. Add an optional description and click Next Step.
4. Add SoV/WBS Invoice Line Items:
Enter line items using the SoV, specifying the percentage of work completed or the dollar amount. Choose how Change Orders are reflected and click Next Step.
Tip:
To quickly navigate to a specific item, click on the SOV line items to the left.
You can also modify or release retention as needed.
Use the filters to toggle between Basic Column View for a streamlined display or All Column View for a detailed breakdown of the invoice.
5. Lien Waivers & Supporting Documents (optional)
Drag and drop or upload PDF files, such as the invoice PDF received from the vendor, and click Next Step.
Note: Save as Draft at any point to save your work and return to this invoice later!
6. Apply Funding (Owner and Owner's Rep workspaces only)
Select funding sources for the invoice and allocate amounts if needed. Click +Add Funding Source and choose sources from the dropdown.
If applicable, you can split the funding between multiple sources. Click +Add Funding Source again, choose the additional sources, and specify the amount that should be allocated to each funding source.
7. Approval:
Submit the invoice for internal approval if a Financial Approval Workflow is configured, or click Approve to approve it directly. Confirm by typing YES.
8. Invoice Timeline
Check the timeline for actions taken on the invoice, such as edits and approvals.
9. Marking as Paid
Mark the invoice as paid or include it in an Application Package for client submission. Paid invoices will become non-editable but can be reverted to draft by an Administrator.
Tip: As invoices are entered, they will populate to the Master Project Budget / ACR, which will automatically track your Gross Work Complete, Net Work Complete, and Paid Amounts.
This guide covers creating and approving invoices in INGENIOUS, including entering details, managing line items, uploading documents, applying funding, and marking invoices as paid, along with prerequisites and tracking timelines.
Next Steps