Client Invoicing

Invoicing in Blueprint helps automate and track generating BOYL/HBL invoices and even BOOL Invoices to the PropCo.

Invoices can be added for "draws", "cost plus items" , "fixed items", and even additional items. The type of items added to an Invoice will depend on wether the "HO Contract" is "Fixed" or "Cost Plus." Here are the steps associated with creating an Invoice. 

✐ Note: For projects still using the V1 Invoicing Workflow please see the original Invoicing article

Step 1: Navigate to H/O Invoice or PropCo Invoice tab

When you navigate to a project, and look at the side panel navigation, see either a tab for H/O invoice or PropCo Invoice. The name of the navigation tab depends on whether the project is BOYL/HBL or BOOL. 

Step 2: Invoice Overview page 

Once you click the (HO Invoice/Prop CO Invoice) tab within the side panel navigation, you will be navigated to a page with a table listing any Invoices that have been created. From this page you can select the project stage, see a table with all previously created invoices and their statuses (Draft, Submitted, or Approved), and create a new invoice by using the button at the top right of the page Create Invoice.

Step 3: Invoice Settings page (Step 1/5)

Once you click the Create Invoice button, you’ll start the workflow to specify and review system generated invoice details. First, you’ll select the related contract for which you’d like to invoice. The first page of the workflow is the Invoice Setting page where you will indicate the Invoice title and any memo you’d like included. The invoice number will default to be auto-generated, but if you are migrating the invoice from another system you can select that option and indicate the number manually.

Once you have completed the required fields you have the option to save an exit (which creates a draft invoice) or press the Continue button to move along to the next step of the process.

Step 4a: Confirm Draw Amount page

If the H/O contract is Fixed Price and has a draw schedule set, you will be navigated to the "Confirm Draw Amount" page. 

✐ Note: Draw Schedule tasks must have a status of "Complete" in the Schedule.

The Confirm Draw Amounts page will look like the screenshot below. You’ll see a start and end date field- the start date is automatically populated with the date after the last invoice that was created. The last invoice created is expected to have a status of ‘Submitted’ or ‘Approved’. The start date can’t be changed. The end date is automatically populated with the date 30 days after the start date, but it can be modified. 

Below the dates, there will be a table listing all draws associated with the Homeowner contract, as well as the amount assigned  to each draw. If a draw’s associated schedule task is completed,  the text will be available with a check box next to it. If you click that checkbox it will pull the draw to the final invoice. 

From here you have the option to save and exit the invoice stepper or press continue to go to the next step. If you press the continue button this will bring you to the next page. 

✐ Note: If multiple draws are available you can choose to invoice for more than one.

Step 4b: Confirm Cost Plus Items page 

If the contract is not fixed and doesn’t have draw, when you click ‘Continue’, you will be navigated to the “Confirm Cost Plus Items” page. 

The page will automatically display cost plus project line items that have actuals- or trade partner bills- within the system for the given time period. If you click the toggle off, you will be able to see a view with all homeowner/propco cost plus contract line items for reference. 

When the toggle to view lines with outstanding actuals is turned on, you can use the checkboxes next to each line to indicate whether they should be included on the invoice you’re creating. 

From here you have the option to save and exit the invoice stepper or press continue to go to the next step. If you press the continue button this will bring you to the next page. 

Step 4c: Confirm Fixed Cost Items page 

If there is a Fixed Contract (Prime Contract or Change Order) without a draw schedule when you click ‘Continue’, you will be navigated to the “Confirm Fixed Items” page. 

The page will automatically display fixed cost line items for the project. When you select a line item, you will be able to indicate the percentage complete or the amount you’d like to invoice for the line item. If you de-select the line item, your changes will be removed. 

✐ Note: Some items like Project Management or Insurance are added to the system as $0 cost line items. These items will show on the Fixed Line items page so that they can be invoiced against. 

Step 5: Review Invoice Page 

When you click ‘Continue’ you’ll be navigated to the final step- “Review Invoice”. From here you will see a summary of the invoice details, as well as specify the Invoice Date and Due Date on the right side of the screen under Output settings. 

After all information has been reviewed you have the option to use the Save and Exit button or Submit Invoice. Once you select the ‘Submit Invoice’ button it will be automatically sent to the Project Manager for approval and you won’t be able to edit any information within the invoice.

✐ Note: The Invoice Date is automatically populated with the current date and the Due Date is populated with the date 30 days from that.

Step 6: Invoice Overview page

After saving and submitting your invoice for approval you will be brought back to the Invoice overview page. From here you can see the list of all invoices that have been created and their status. 

Questions? Feedback? Email us at Product-Support@Homebound.com or chat with us in Blueprint!