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Module 5: Invoicing (Owner)

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

Written by Carmela Flores
Updated over 2 weeks ago

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 in the left-hand navigator.

  2. Click + Create under Vendor Invoices, in the middle or upper right hand corner of your screen.

    1. Select Contracted Invoice.

    2. Select North Star MEP.

    3. Select Your Invoice Status. For this exercise, select Start from Scratch. Note the difference:

      1. Start From Scratch: Recommend when you received the invoice and want to go through the standard internal and client approval process.

      2. 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.

    4. Click Next Step.
      ​

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

    1. Custom ID: 6958

    2. Invoice Date: Today's Date

    3. Start Date: First day of the current month

    4. End Date: Last day of the current month

    5. Description (add if needed)

    6. 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 the $ values against each respective invoice line.

    2. Click Next Step.

  5. Upload NORTH STAR INVOICE.pdf under Supporting Documents. Attach any Lien Waiver if needed.

    1. Click Next Step.

  6. The Funding tab is where the funding source 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 Approve to internally approve this invoice, indicating it is ready to be submitted to your client.

  8. Post-Approval Options: Once approved, the invoice status will update, and the following actions will become available in the top-right corner:

    • Mark as Paid: Click this to mark the payment as finalized.

    • Dropdown Menu: Click the arrow next to "Mark as Paid" to select Mark as Paid With Payment Details if you need to log specific transaction info (Check #, Wire ID, etc.).
      ​

  9. 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. Custom ID: 5609

    3. Category: Utility Bills

    4. Invoice Date: today's date

    5. Due Date: last of the current month

    6. Description: Wifi for jobsite trailer for the current month.

    7. Click Next Step.

  3. Fill out the Line Items tab.

    1. Description: Internet services for the 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 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 Approve.

    1. Mark as Paid

All of our invoices for this month have now been reviewed and approved! Let's continue 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 the 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 Mark as Submitted to Client.

    1. Click Yes, Mark as Submitted to Client.

  8. Fill out the following details:

    1. Approved By (put your name for this exercise)

    2. Date Approved (today's date)

    3. Add Note (if needed)

    4. Drop Files/Browse Files if needed

  9. Click Record Client Approval.

You have now logged your payments for the month!

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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