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Invoice Review (Admin)
Invoice Review (Admin)

Administrators have the ability to adjust invoice details, code items, send for approval, or submit approval themselves.

Zack Beveridge avatar
Written by Zack Beveridge
Updated over a week ago

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 πŸ“ Edit button at the top. Make sure to click πŸ’Ύ Save once you're done!

πŸ’‘ 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

πŸ’‘ 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 βš™οΈ 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 βœ… Submit. If no approvers are selected then you will be able to βœ… Approve the invoice instantly.

πŸ’‘ The green βœ… 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 βœ… 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 πŸ—‘οΈ Delete the invoice from the inbox. This will remove it from inBuild completely.

πŸ’‘ 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 βœ… Approve and ❌ Dispute located at the bottom-right of the invoice details view.

If the invoice is ready to be approved click βœ… 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 πŸ“„.

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.

πŸ’‘ 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

πŸ’‘ 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.

  1. Select πŸ“ Edit on the bottom-right.

  2. Enter the Cost Code, Description, and this period Amount.

    1. Add more line items by clicking the βž• Add button.

    2. Delete an item with the πŸ—‘οΈ Delete button on the left side.

  3. Click πŸ’Ύ Save

πŸ’‘ 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.

  1. Change the line item type to Contract Cost and Assign a Contract (previous section)

  2. The Schedule of Values for the contract will load.

  3. Select πŸ“ Edit on the bottom-right.

  4. Edit the This Period values for the relevant items.

  5. Click πŸ’Ύ Save

Not happy with your changes? Any edits can be removed by hitting ❌ Cancel. No changes are finalized until you click πŸ’Ύ Save.

FAQs

What should I do if the document is not an invoice?

You can simply remove the document by clicking on πŸ—‘οΈ Delete at the bottom of the page.

Can I skip over an invoice and save it for later?

Yes, you can use the ⬅️ ➑️ arrows at the bottom to move between invoices.

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.

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