Pre-Invoicing checklist

Everything you need to check before raising an invoice

Updated over a week ago

Edition: Professional, Business, Enterprise

User-level: Assistant Project Manager, Project Manager, Director, Assistant Administrator, System Administrator

Before you create an invoice, or if you're having trouble raising an invoice with all the right info, make sure the below steps are done first!

Check the project fees and fee types.

Use the project work breakdown tab to check that the project fee total is correct. The items to confirm are different for each project type.

  1. Simple project type - check that the project fee is correct.

  2. Full work breakdown project type - check that each stage has the following details entered correctly:
    โ€‹Tax rate - should the invoice include or exclude tax.
    โ€‹Fee type and agreed fees - check that the stage fee types are correct. The fee types of 'fixed fee', 'percent of project', 'hourly rates', and 'capped rates' allow invoicing to be completed for the stage. The details required are different for each fee type.

  3. Edit the fee details if required for either the simple project fee or the stage fee type and agreed fee. These details need to be entered correctly before you begin invoicing.

Learn more about using the project work breakdown.

Check the project status.

Before you can create an invoice for a project the status must be either 'active' or 'pending invoice'. Update the status to allow invoicing by:

  1. Open the project > Work breakdown

  2. Select Edit in the top right hand corner of the work breakdown

  3. Select the '...' in the top right hand corner > Change status

  4. Check the box next to the project name and all stages you want to make active

  5. select the 'Active' status from the right hand side of the menu.

  6. Save and close

More about the project status options.

Ensure an invoice contact has been assigned

Before you can create an invoice an 'invoice contact' must be specified. You can check this by going to the project contacts tab from the project stats bar

Assign the invoice contact by:

  1. Open the project contacts tab.

  2. Click the 'add contact' button in the top right corner.

  3. Select the 'contact' from the list (company or individual contact type). This is the client that you want to send the invoice to.

  4. Select the 'personnel' from the list. This is the person that you want to appear in the 'attention to' field on the invoice. If there is no personnel, select 'The Manager'

  5. Select the 'role' e.g. Client.

  6. Check the box for 'is invoice contact'.

  7. Check the box for 'Portal access' if you would like to share your invoices via the portal

  8. Save.


  • Make sure that the invoice contact has a valid postal address or email address to which the invoice document can be sent.

  • Learn more about using the project contacts tab.

Ensure timesheets and expenses are up to date

Use the project transactions tab to check that all the required items have been entered in the staff timesheets and any required expenses.

Complete the following steps:

  1. Go to project > transactions tab.

  2. Click the 'search' button to open the filters panel.

  3. Click the filter 'all status types' and choose the 'WIP' option, and then click the 'search' button.

  4. Check that the staff timesheets and any staff cash or travel expenses have been entered

  5. Check that any required office item expenses have been entered and disbursed against this project.

  6. Remind your staff to enter any missing timesheets or expenses (if required).

WIP write off and WIP transfer

After checking all the required WIP transactions have been entered against the project for the month, the next step is to decide what can be invoiced to the client. On the project transactions tab review the items to be included on the invoice and choose if you need to use either:

  • WIP transfer - Use this when the transactions have been entered against the wrong project or stage. Move the transactions to the correct location with WIP transfer, which lets you bulk select transactions and move them to a different project, or a different stage in the current project.

  • WIP write-off - Use this option when the transactions listed cannot be invoiced to the client, and should not be shown on the invoice document which is sent to the client. Project manager access level and above can write off WIP that cannot be invoiced.

Once you have checked the above you will be able to raise an invoice

Where to next?

What other features does this relate to?

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