Introduction

  • What is Projectmates?
  • Projectmates Implementation
  • General FAQ
  • Beta Tester FAQ

Getting Started

  • Logging In
  • General Navigation
  • My Work
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My Team/Chats

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Documents and Photos

  • Document Manager
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Task Management

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Cost Management

  • Project Cost Tracking Overview
  • Budgets
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  • PCOs
  • Change Orders
  • Invoices

Bidding

  • Bid Management
  • Bids and Plan Room

Construction Management

  • RFI/Issue Tracker
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Reporting

  • Reporting Dashboard
  • Ad Hoc Reporting

Role-Based Training

  • Projectmates for PMs/CMs/Owners’ Reps
  • Projectmates for Architects
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  • Projectmates for Owner Executive Team Members
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  • All Categories
  • Cost Management

Invoices

On this page
  • What is the Invoice Feature?
  • Invoices Navigation
  • Creating Invoices

What is the Invoice Feature? #

Projectmates Invoice feature allows for the intake of invoices and pay apps in a collaborative system that provides the team on the ground with a consistently up to date overview of project spend.

Invoices Navigation #

Invoices are located in the cost tracking section of the project, but they are hosted in their own menu separate from the contracts and change orders.
  1. Open up the project you want to work in.
  2. Click on the Cost Tracking option located on the left-hand menu.
  3. Select the menu labeled Invoice.
  4. The invoice log will prioritize invoices in draft mode and invoices pending approval.
    1. To locate approved invoices, rejected invoices, or to see all invoices click on the funnel icon in the approvals tab and select an option.

Creating Invoices #

The steps for creating invoices are similar to those for change order creation. One key difference is that invoices can be created against a contract or as an uncommitted item.

  1. From the invoice log page click the option for in the upper right-hand corner.
  2. Select the appropriate item from the first drop-down menu on the form.
    1. Select your awarded contract to bill against your awarded SOVs.
    2. Select uncommitted item if you need to bill for a product or services that do not have a commitment in Projectmates. This will require you to fill in all details on the general and items tabs.
  1. Fill in the pay period your invoice. This is a required field.
    1. Enter in the time frame of work you are billing for.
    2. If this not your first invoice against a contract, the From Date will auto-populate based on the To Date of the previous invoice.
  1. Click Save and Next to go to the Items tab.
  2. Here you will see the original SOV from your contract along with any previously approved change orders. Enter in the work completed or materials stored.
    1. The sum of previous payments will display to the left of entry fields.
    2. The sum of previous and current payments will display to the right.
  1. Save and Next to get to the Attachment tab. Upload any required back up documentation for the invoice.
  1. Save and Next to get to the Approval tab. Select your approval path from the drop-down menu.
  1. Click Start Approval to initiate the workflow.

Note: if you do not click start approval then the invoice will remain pending.

Cost Management
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Updated on September 16, 2022
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On this page
  • What is the Invoice Feature?
  • Invoices Navigation
  • Creating Invoices

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