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.
Navigate to the Invoicing and Application Packages module in the left-hand navigator.
Click + Create in the middle or upper right corner of your screen.
Select Contracted Invoice.
Select North Star MEP.
Select Your Invoice Status. For this exercise, select Upload Approved or Paid Invoice. Note the difference:
Start From Scratch: Recommend when you received the invoice and want to go through the standard internal and client approval process.
Upload Approved or Paid Invoice: Recommend when you have an approved or paid invoice and want to input it for the record.
WARNING: This will skip the internal and client approval process.
Click Next Step.
Enter the following invoice details using North Star Invoice 001.pdf as reference:
Custom ID: 6958
Invoice Date: Today's Date
Start Date: 1st of current month
End Date: last of current month
Description (add if needed)
Click Next Step.
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.
From the North Star invoice attachment, enter the $ values against each respective invoice line.
Click Next Step.
Upload North Star Invoice 001.pdf under Supporting Documents, then click Next Step.
The Funding tab is where the funding source to be applied to the invoice is selected.
Click + Add Funding Source.
Use the dropdown to select Tenant Funding.
Enter 100% of the invoice value to apply this funding source to the full amount.
Click Mark As Paid.
B. Create a "Your Invoice" for Your Services
We will now create an invoice for your company's project management services to send to the client.
Navigate to the Invoicing and Application Packages module and go to the Your Invoices tab.
Click + Create.
Select Contracted Invoice.
Select Main Contract.
Click Next Step.
Select Your Invoice Status: Select Upload Approved or Paid Invoice
Enter the following Invoice details using My Invoice 001.pdf as reference:
Custom ID: INV001
Invoice Date: today's date
Start Date: First day of the current month
End Date: Last day of the current month
Click Next Step.
Fill out the SoV / WBS tab. Here you will see all of the line items included on your contract to bill against.
From your invoice attachment, enter the $ values against each respective invoice line.
Click Next Step.
Skip Lien Waivers & Supporting Documents by clicking Next Step.
The Funding tab is where the funding source to be applied to the invoice is selected.
Click + Add Funding Source.
Use the dropdown to select Tenant Funding.
Enter 100% of the invoice value to apply this funding source to the full amount.
Click Mark As Paid.
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
Navigate back to the Invoicing and Application Packages module.
Click + Create.
Select Application Package.
Click Next Step.
Fill out the Application Package Details.
Name: {current month_year} App Package (ex. 01_2025 App Package)
Billing Period: First of month - End of month
Billing Period Open Date: 20th of current month/year
Due Date: 25th of current month/year
Click Next Step.
You will now see the invoices available to attach to your application package. Click Attach next to the invoice.
Click Create. You will now see details associated with the Application Package.
Click the export icon at the top of the page to export a PDF of your application package.
Click Mark as Submitted to Client.
Click Yes, Mark as Submitted to Client.
Fill out the following details:
Approved By (put your name for this exercise)
Date Approved (today's date)
Add Note (if needed)
Drop Files/Browse Files if needed
Click Record Client Approval.
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!