Create 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 & Pay Applications module
Click Create Vendor Invoice
1. Select Contracted Invoice
2. Select North Star MEP
3. Click Next Step
Enter the following Invoice details using North Star Invoice 001.pdf as reference:
1. Unique 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
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
Upload North Star Invoice 001.pdf under Supporting Documents
1. Click Next Step
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 Internal Funding
3. Enter 100% of the invoice value to apply this funding source to the full amount
Click Approve to internally approve this invoice to indicate it is ready to be submitted to your client.
1. Type: YES
2. Add Note: Approved on {today's date}
3. Click Approve invoice
Click the back arrow to take you back to the Invoice Listing page.

B. Create a Non-Contracted Invoice for Other Services

We will now create a non-contracted invoice for services from a provider that does not have a contract with your company.

Click + Create
1. Select Non-Contracted Invoice
2. Click Next Step
Enter the following Invoice details using My Invoice 001.pdf as reference:
1. Select Vendor: Internet To-Go
2. Unique ID: 5609
3. Category: Utility Bills
4. Invoice Date: today's date
5. Due Date: last of current month
6. Description: Wifi for jobsite trailer for current month.
1. Click Next Step
Fill out the Line Items tab.
1. Description: Internet services for current month
2. Project Cost Code:
3. Qty: 1
4. Unit Cost: $500
5. Click Next Step
Skip Supporting Documents by clicking Next Step
1. Click Next Step
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 Internal Funding
3. Enter 100% of the invoice value to apply this funding source to the full amount
Click Approve
1. Type: YES
2. Add Note: Approved on {today's date}
3. 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.

Pay Application Packages

Pay applications 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 a pay application package.

C. Create an Application Package

Navigate back to the Invoicing & Pay Applications module
Click + Create
1. Select Application Package
2. Click Next Step
Fill out the Pay Application Details
1. Name: {current month_year} App Package (ex. 06_2024 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
You will now see the invoices available to attach to your application package. Click Attach next to both invoices
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 Approve
1. Type: YES
2. Add Note: Approved on {today's date}
3. Click Approve application package
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!