How do I create an Invoice/Pay App?

The Invoice & Pay App tool provides the ability to create and submit items against an awarded contract for payment within a project. When it comes to creating an invoice or pay app, there are 2 approaches to take.

Option 1: Create an Invoice or Pay App from the Cost Tracking module:

This is the most common process used by external partners who have been awarded a contract for the project.

1. From the My Projects page, select the project you wish to work in.
2. Click Cost Tracking (may also be called "Contract Mgmt") from the left-hand menu.
3. Click Invoices / Pay Apps thread (may also be called "Invoices").
   
4. Click + Invoice in the top-right corner.
5. Click the Select Contract or Purchase Order drop-down, and select the applicable contract.

   Helpful Hint: Only contracts and purchase orders that have been "Approved" and awarded to you/your company will display here. If you do not see an item you expect to display, talk to the Project Admin regarding the status of the approval.

6. Once selected, the Invoice Item #, Description, and Select or Type Group fields will pre-populate based on the contract data.
7. Enter the From Date and To Date for the period of services being billed.

   Helpful Hint: Invoices must be entered in chronological order. The invoice currently being entered must have a Payment To date that is on, or after, the previous invoice's Payment From date.

8. Complete optional fields, as needed by your organization: 
   • Due Date
   • Vendor Invoice Number
   • Payment From
9. Click Save & Next.
10. On the Items tab, fill in the amounts to be billed for each applicable line item from the contract.
    • Lump Sum Contract:
      1. Enter the amount to be billed under Work Completed.
      2. If applicable, enter the amount for Materials Stored.
    • Unit Price Contract: 
      1. Enter the Quantity amount to be billed.

         Helpful Hint: "Work Completed" will auto-calculate based on the "Unit Price" from the contract.

      2. If applicable, enter the amount for Materials Stored.
11. Click Save & Next.

    Helpful Hint: If any retainage was set in the contract, it will be automatically calculated at this time.
    

12. On the Attachments tab, upload any supporting documentation as needed. 
13. Click Save & Next.
14. On the Approval tab, review all of the details and confirm that everything was entered correctly.
15. Scroll down and click the drop-down menu for Select Approval Type. 
16. Select the applicable approval workflow, and click Start Approval. 

    Helpful Hint: This action will send email notification to the first approver, notifying them that their approval is requested for this Invoice/Pay App. Once the approval for the item is complete, you will receive an email notification about the approval status.
    

Option 2: Create an Invoice or Pay App from the budget: 

It is important to note that access to the budget is typically restricted to specific members of the internal client team, not external partners. If creating an Invoice or Pay App from the budget, reference this article: Creating an Invoice or Pay App from the Budget