Managing Invoices & Bills

This article covers:

• Financials sub-menu: Invoices and Bills
• The Invoices screen: Total Contract Price, Approved Variations, Payments Received, Remaining Balance
• Invoice template selection (Standard Invoice)
• Progress claim invoices: 5% Deposite, 20% Slab Stage, 20% Frame Stage, 25% Lock Up, 25% Fix Out, 5% Completion
• Invoice statuses: Not Sent, Sent, Paid
• The Bills screen: Tender Cost, Running Actuals, Running Difference (P&L)
• Bills list: Title, Cost Code, Supplier, Subtotal, Original, PO Variance, Actual, P&L

Step-by-step guide

1. Open Financials > Invoices From within a lead or job record, click Financials in the left sub-menu, then click Invoices.
2. Review the financial summary The top of the screen shows: Total Contract Price, + Approved Variations, - Payments Received, = Remaining Balance. This gives a live view of where the job stands financially.
3. Select an Invoice Template Click the Invoice Template field and select Standard Invoice (or a custom template if configured).
4. Send a progress claim Click the invoice label (e.g. Slab Stage Claim) to open it. Confirm the invoice number, subtotal, GST, and total. Set the Due Date, then click Actions > Send to email it to the client.
5. Record a payment When the client pays, open the invoice and enter the Amount Paid and Paid Date. The Remaining Balance updates automatically.
6. Review Bills Click Bills in the left sub-menu. The top bar shows Tender Cost vs Running Actuals and Running Difference (red if over budget). Each row shows the PO, cost code, supplier, original budget, actual bills received, and P&L variance. Rows highlighted in red are over budget.

Important: The Bills screen is your real-time budget vs actual tracker. Check it regularly to catch cost overruns early before they impact margin.