Adding a New Invoice

Invoices allow you to keep track of billable items, manage payments, and maintain inward cash flow records for each project.

To create a new Invoice, from the Main Menu, navigate to the Invoices module. Once in the Invoices module, click the + Invoice button located on the top right side of the screen to create a new invoice.

*** Contractor Foreman allows you to create and send invoices directly from the app. You can generate one-off invoices, import from your Schedule of Values, or create AIA style G-702 and G-703 application for payment invoices. In order to learn more, read these articles; Create SOV (Schedule of Values) and Create an AIA style G-702 and G-703 Invoice.

After clicking the + Invoice button, a form will appear prompting you to enter essential details for the invoice. These include:

Project: Select the project the invoice is associated with.
Customer*: Choose the customer you are invoicing. (Required)
Terms: Set payment terms (e.g., Net 10, Net 15, Net 30, etc.).
Invoice Date*: Select the date the invoice is being created. (Required)
Inv#*: Assign an invoice number. Contractor Foreman may auto-generate this, but you can modify it in the settings. (Required)
(* = Required field)

Once all required details have been entered, click Create Invoice. This action will generate the new invoice and redirect you to the invoice.

Once inside the invoice, you will see various tabs on the left panel. These tabs allow you to add more details to the invoice.

1. Items Tab

The Items tab is where you can add the items of what you are invoicing. This tab allows for flexibility and customization of the items listed on your invoice. You have several options to add items:

Import from Schedule of Values (SOV): You can import items from your project’s Schedule of Values, which is useful if you’re billing for specific project phases (progress billing) and the only option to generate AIA Style G702 Invoices.
Import from Estimate: Pull items directly from the estimate linked to the project to bill for estimated work or materials. Great for small projects where you can invoice the customer 100% of the total value of the project.
Cost Items Database: Import items from your pre-set cost items database for consistent pricing.
Manual Items: Add any custom or one-time items manually.
Time & Materials (T&M) Items: Add T&M items if you are billing based on time and materials used. Also, what is the purpose of a T&M invoice?
Add a Discount: You can also apply a discount to individual line items or the total invoice by adding a discount percentage or fixed amount.

Additionally, you can select Taxable Items by selecting the checkbox beside each item. After marking items as taxable, choose the appropriate tax rate from the drop-down below the items list. The system will automatically calculate the tax amount for you.

2. Terms Tab

The Terms tab allows you to add any specific Terms & Conditions that apply to the invoice. These terms will typically outline the payment expectations, deadlines, or any other legal or contractual requirements for the customer.

3. Payments Tab

The Payments tab is used to track payments that have been made towards the invoice. Whenever a payment is posted to the invoice, it will be recorded here. This tab is especially useful for keeping a detailed record of all transactions related to the invoice.

Also, read this article to learnHow to Post a Payment?

4. Files Tab

The Files tab lets you attach any supporting documents or files to the invoice. This could include receipts or bills for materials, proof of delivery or work completion or any other documentation relevant to the invoice.

By attaching files, you ensure that the customer has all the necessary information to process the invoice and that the documentation is kept in one place for easy access.

Read this article, Basics of Files & Photos.

5. Notes Tab

The Notes tab allows you to add any additional Notes related to the invoice. This can be useful for adding internal comments or reminders.