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Module 5: Invoicing
Module 5: Invoicing

Efficient and structured approach to managing vendor & service provider invoices, enabling smooth financial approval and payment processes.

Cara Alva avatar
Written by Cara Alva
Updated yesterday

Overview

This process enhances financial visibility, improves invoice accuracy, and accelerates payment cycles, ensuring smoother project management and financial operations for both vendors and service providers.

Process

Creating Invoices

Create invoice submissions for your vendor and for your own services to submit to your client for payment. Click here to learn more about creating and approving an invoice.

A. Create an Invoice for North Star MEP

North Star MEP is working off-system. They have emailed you their invoice for the month and you would like to enter it into the system for financial tracking.

  1. Navigate to the Invoicing & Pay Applications module.

  2. Click Create Vendor Invoice.

    1. Select Contracted Invoice and select North Star MEP.

    2. Click Next Step.

  3. Enter the following Invoice details using North Star Invoice 001.pdf as reference:

    1. Custom ID: 6958

    2. Gross Invoice Value: $12,510

    3. Invoice Date: today's date

    4. Start Date: 1st of current month

    5. End Date: last of current month

    1. Click Next Step.

  4. Fill out the SoV / WBS tab. Here you will see all of the line items included on the North Star MEP contract to bill against.

    1. From the North Star invoice attachment, enter in the $ values against each respective invoice line.

    2. Click Next Step.

  5. Upload North Star Invoice 001.pdf under Supporting Documents then click Next Step.

  6. The Funding tab is where the funding source that is to be applied to the invoice is selected.

    1. Click + Add Funding Source.

    2. Use the dropdown to select Tenant Funding.

    3. Enter 100% of the invoice value to apply this funding source to the full amount.

  7. Click Submit for Internal Approval to internally approve this invoice to indicate it is ready to be submitted to your client.

    1. Click Approve.

    2. Type: YES

    3. Add Note: Approved on {today's date}.

    4. Click Approve invoice.

  8. Click the back arrow to take you back to the Invoice Listing page.

B. Create a "My Invoice" for your Services

We will now create an invoice for your company's project management services to send to the client.

  1. Click + Create.

    1. Select Contracted Invoice.

    2. Select Main Contract.

    3. Click Next Step.

  2. Enter the following Invoice details using My Invoice 001.pdf as reference:

    1. Unique ID: INV001

    2. Gross Invoice Value: $12,510

    3. Invoice Date: today's date

    4. Start Date: 1st of current month

    5. End Date: last of current month

    1. Click Next Step.

  3. Fill out the SoV / WBS tab. Here you will see all of the line items included on your contract to bill against.

    1. From your invoice attachment, enter in the $ values against each respective invoice line.

    2. Click Next Step.

  4. Skip Lien Waivers & Supporting Documents by clicking Next Step.

  5. The Funding tab is where the funding source that is to be applied to the invoice is selected.

    1. Click + Add Funding Source.

    2. Use the dropdown to select Tenant Funding.

    3. Enter 100% of the invoice value to apply this funding source to the full amount.

  6. Click Submit for Internal Approval to internally approve this invoice to indicate it is ready to be submitted to your client.

    1. Click Approve.

    2. Type: YES

    3. Add Note: Approved on {today's date}.

    4. Click Approve invoice.

All of our invoices for this month have now been reviewed and approved! Let's continue on to the next section to create a pay application to pay out these invoices.

Application Packages

Application Packages allow you to compile and submit invoices to your client by creating a package for a designated billing period. Click here to learn more about creating an application package.

C. Create an Application Package

  1. Navigate back to the Invoicing and Application Packages module.

  2. Click + Create.

    1. Select Application Package.

    2. Click Next Step.

  3. Fill out the Application Package Details.

    1. Name: {current month_year} App Package (ex. 01_2025 App Package)

    2. Billing Period: First of month - End of month

    3. Billing Period Open Date: 20th of current month/year

    4. Due Date: 25th of current month/year

    5. Click Next Step.

  4. You will now see the invoices available to attach to your application package. Click Attach next to the invoice.

  5. Click Create. You will now see details associated with the Application Package.

  6. Click the export icon at the top of the page to export a pdf of your application package.

  7. Click Submit to Client.

    1. Click Yes, Submit to Client.

  8. Once approved by the client, click Mark as Paid.

    1. Method: ACH

    2. Payment Date: today's date

    3. Reference Number: 1217

    4. Click Save.

You have now logged your payments for the month!

This concludes the INGENIOUS.BUILD training scripts! Congratulations on your completion. If you have any question or concerns please use the chat icon at the bottom right of any page to connect with out responsive support team!

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