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
By clicking the 📝 Edit button at the top of the invoice details you can add or edit any of your own notes and change any of the information that may need to be corrected. Make sure to click 💾 Save once you're done!
Approvers
As a project manager, you've already been selected to approve the invoice by an administrator. However, additional approvers can be added for review of the invoice. Add any other relevant users and click ⏩ Send.
💡 If you're not seeing the correct user appear, contact your inBuild administrator and make sure they are assigned to the project. Users not assigned to the selected project cannot be added for review.
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), and the invoice 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
If I need to send the document to a superintendent on a job can I do that?
If I need to send the document to a superintendent on a job can I do that?
Yes. Though the invoice was initially sent to you for review, you can send the invoice to any other approvers who have an inBuild account and have access to that particular project.
How do I change the cost type?
How do I change the 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.
Do I still have to know the cost code numbers by heart?
Do I still have to know the cost code numbers by heart?
No, you do not have to know the cost code numbers when you are new items. Simply begin to search for the code (number or description) that you want to associate with the line item and the advanced search feature will assist you.