Overview
If your vendor is collaborating with you on-system, they can submit invoices to you for your review. The steps below will guide you through the actions you can to review the invoice, approve it, reject it, or mark it up with revisions.
Process
Managing Received On-System Invoices
You will receive an email and an in-app notification that an invoice is ready for your review. Click on the notifications or open the applicable project and open Invoicing and Application Packages.
The received invoice will be in a status of Pending Internal Approval. Open the invoice to review it.
The Details tab will show a summary of the invoice, including Gross Billed to Date and Balance to Complete.
This tab lays out the invoice's key totals as labeled fields — Gross Billed to Date, Balance to Complete, and related summary figures — giving you a quick financial snapshot before reviewing the line-item detail.
The SoV/WBS tab will display the line items that the vendor invoiced against.
This tab shows a table of cost code line items, each with the amount the vendor has billed against it for the period.
Note: The Lines Billed This Period are automatically displayed. You can use the dropdown to switch the view to All Lines.
Approving or Rejecting the Invoice
To Approve this invoice, click Approve.
The Approve button sits at the top of the invoice, alongside the other action buttons for this record.
If you click on the three dots on the upper right of the screen, you will see an option to Reject or Revert to Draft.
The three-dot menu opens a small dropdown listing Reject and Revert to Draft as the available options alongside Approve.
If you'd like to Approve with notes or files attached you can click the dropdown arrow and select Approve With Note.
Note: Reverting to the draft will require re-submission for approval.
Marking the invoice as Paid
Once an invoice has been Approved, you can now Mark as Paid.
Once approved, a Mark as Paid button becomes available on the invoice; clicking it updates the invoice's status to Paid.
INGENIOUS.BUILD provides a comprehensive, intuitive, and time-saving solution for managing received invoices—from review to payment—ensuring transparency, accuracy, and efficiency at every step of the process.