Invoice Details
Key data fields are found on the left side of the invoice. The smart data capture technology will try populating the fields for you. If you need to edit the field, our auto-complete function will fill in the gaps as you type.
Project Name
Vendor Name
Invoice Number
Invoice Date
Order ID
Total Amount
Notes
If any of the fields are incorrect you can change them by clicking the 📝 Edit button at the top. Make sure to click 💾 Save once you're done!
💡 If the invoice is for a new project or vendor, you can enter the new name and click Create. This will then prompt you to enter the rest of the details for this project or vendor. Once saved, this will be accessible for all future invoices.
Approvers
💡 If you're not seeing the correct user appear, check the User Settings and make sure they are assigned to the project. Users not assigned to the selected project cannot be added for review.
Depending on the user ⚙️ Settings, any manager assigned to the project will auto-populate in the Approvers field. Team members added to this field will receive a request to review the invoice upon clicking ✅ Submit. If no approvers are selected then you will be able to ✅ Approve the invoice instantly.
💡 The green ✅ Submit / Approve button changes at the bottom of the invoice depending if approvers have been added to the invoice.
Submit For Approval
Once verified that all the data fields match the invoice and all approvers are included, you can then ✅ Submit the invoice for review. Once an invoice is submitted it then can be tracked through the Approvals tab in the left-side navigation pane.
If the invoice does not belong you can 🗑️ Delete the invoice from the inbox. This will remove it from inBuild completely.
💡 The invoice submittal process can be thought of as a gatekeeper checking to make sure everything with the invoice is correct before allowing it to enter the business.
Approve and Dispute
There are two buttons for the completion of an invoice. The buttons are ✅ Approve and ❌ Dispute located at the bottom-right of the invoice details view.
If the invoice is ready to be approved click ✅ Approve. When reviewing, if anything looks incorrect and a change is needed by an external party, then click ❌ Dispute.
If making a ❌ Dispute, you will then be prompted to send a dispute message to the individual's email, with the option to include a subject and a message (which we highly recommend). The invoice is automatically included as an attachment 📄.
Assign a Cost Type
By default, the line items added to an invoice will be Direct Cost. To change the cost type click on the dropdown menu next to the Line Items section title. You can choose either Direct Cost or Contract Cost.
💡 When switching cost types, the app will warn you before removing any entered line items.
If you select Direct Cost then you can simply add a cost code and amount in the Line Items below.
If selecting Contract Cost a new dropdown will appear requiring you to Assign a Contract. This contract list will depend on the selected Project and Vendor assigned to the invoice. If no contract exists for these conditions, you will be prompted to create a new one. Once you have selected a contract to assign costs to, the Schedule of Values will load. This will include the original contract SOV, as well as any Change Orders appended to the original contract.
Adding Line Items
💡 The line item Description will auto-fill based on the default code description, but can be edited to whatever you like.
Adding & editing line items takes place at the bottom of the invoice view.
Select 📝 Edit on the bottom-right.
Enter the Cost Code, Description, and this period Amount.
Add more line items by clicking the ➕ Add button.
Delete an item with the 🗑️ Delete button on the left side.
Click 💾 Save
💡 When entering the Cost Code, you can search by number or description and watch as our smart search finds exactly what you're looking for. No more memorizing codes!
Line items added as a direct cost will look different than those in Contract Cost.
Change the line item type to Contract Cost and Assign a Contract (previous section)
The Schedule of Values for the contract will load.
Select 📝 Edit on the bottom-right.
Edit the This Period values for the relevant items.
Click 💾 Save
Not happy with your changes? Any edits can be removed by hitting ❌ Cancel. No changes are finalized until you click 💾 Save.
FAQs
What should I do if the document is not an invoice?
What should I do if the document is not an invoice?
You can simply remove the document by clicking on 🗑️ Delete at the bottom of the page.
Can I skip over an invoice and save it for later?
Can I skip over an invoice and save it for later?
Yes, you can use the ⬅️ ➡️ arrows at the bottom to move between invoices.
What if the invoice doesn't need other team members to review it?
What if the invoice doesn't need other team members to review it?
You can remove any names from the Approvers dropdown and simply approve it yourself.