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Module 5: Invoicing (Owner)
Module 5: Invoicing (Owner)

Create invoice submissions for your vendor and for your own services to submit to your client for payment.

Carmela Flores avatar
Written by Carmela Flores
Updated today

Overview

INGENIOUS.BUILD provides a robust solution for managing vendor invoices, whether contracted or non-contracted, by automating the process and integrating financial tracking seamlessly into your project management workflow.

Click here to learn more about creating and approving an invoice.

Process

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 and Application Packages module.

  2. Click Create Vendor Invoice.

    1. Select Contracted Invoice.

    2. Select North Star MEP.

    3. Click Next Step.

  3. 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.

  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 MEP contract, enter in the $ values against each respective invoice line.

    2. Click Next Step.

  5. Upload North Star Invoice 001.pdf under Supporting Documents.

    1. 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 Internal Funding.

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

  7. 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.

  8. 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.

  1. Click + Create.

    1. Select Non-Contracted Invoice.

    2. Click Next Step.

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

    1. Select Vendor: Patriot Construction

    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.

  3. Fill out the Line Items tab.

    1. Description: Internet services for current month

    2. Project Cost Code: '04.78 Utility Usage Charges'

    3. Qty: 1

    4. Unit Cost: $500

    5. Click Next Step.

  4. Skip Supporting Documents by clicking Next Step.

    1. Click 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 Internal Funding.

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

  6. 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 an application package 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. 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.

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

  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 Approve.

    1. Type: YES.

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

    3. Click Approve application package.

  8. Click Mark as Paid.

    1. Method: ACH.

    2. Payment Date: today's date.

    3. Reference Number: 1217.

    4. Click Save.

With INGENIOUS.BUILD, managing invoices and application packages is no longer a hassle. Enjoy a streamlined, transparent, and highly efficient process that saves you time, reduces errors, and helps maintain financial control across your projects.

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