How to Create an Invoice Sequence

Summary: 

Creating an invoice sequence allows you to split your total job amount into equal payments or to progress bill for the project. Prior to invoicing, you will need to create a Financial Worksheet.

How to: 

To start, navigate to the Invoice section of the job file by choosing Invoices from the Job Activity bar.

Equal Payments: 

To set up a sequence that breaks the total project amount into equal payments, click the three dot menu on the invoice and choose Create Invoice Sequence.

Select the radio button next to “Equal percentage of the approved job value.” Then input the number of invoices you want to break the job value into and click Save. For example, for a 50/50 split, input 2.

The Approved Job Value will be broken down into the number of invoices you selected. Line items will be listed as Invoice 1 of 4, Invoice 2 of 4, etc. Double click into the line items to rename them.

Give your invoice a name and set up the payment terms. Choose an invoice date (this date will be used as the A/R start date once the invoice is saved), terms, and due date. Choosing a net set of days for your terms will auto-populate a due date based on the invoice date.

Progress Bill: 

To set up a sequence that progress bills based on when pieces of the project are complete, click the three dot menu on the invoice and choose Create Invoice Sequence.

Select the radio button next to “Financial Worksheet Sections.” Choose to break out the invoices based on Financial Worksheet sections or subsections from within the Worksheet. Click Save.

Invoices are created for each section chosen. Descriptions and dollar amounts are auto-populated as well. 

Give your invoice a name and set up the payment terms. Choose an invoice date (this date will be used as the A/R start date once the invoice is saved), terms, and due date. Choosing a net set of days for your terms will auto-populate a due date based on the invoice date.

Save the invoice. Saving will start the A/R aging process on the date you chose as the invoice date. 

Send the invoice to the customer by clicking Email Invoice or Preview

Prior to sending, you can adjust what is shown on the invoice by checking and unchecking boxes on the preview screen. From there, you can save the invoice as a PDF, print, or email to the customer

Email: 

Select email. If there is an email for the primary contact in the job file, it will automatically be selected. You can add additional email addresses, if needed. Input any personal message you’d like to include in the body of the email. The invoice will be sent as an attachment. Click Send.