Features Below Available To: ✅ Grow Plan ✅ Track Plan ✅ Free Plan
Consultants collaborating on projects in Monograph can easily invoice firms for billable time related to a project. When it's time to invoice a firm for your services, you can send the invoice and request payment directly from Monograph.
Companies with paid Monograph accounts can create invoices for collaborative projects using the standard invoicing workflow.
Invoice Reminder Email
When a firm is preparing an invoice for their client, they may send you an invoice reminder via email if they wish to include the consultant’s invoice details. Invoice reminder emails will be sent to all users in your company who are following the project and have enabled bill reminder notifications.
To upload the invoice directly from the email, click Upload Invoice.
From there, you'll be taken to Monograph and will be prompted to add your invoice information.
Learn more about the Reminder Email
Learn more about the Reminder Email
The email will include the requesting firm’s name and the following details:
Subject - [Firm name] requesting your invoice for [Project Name]
Phase - lists all active phases as of today’s date, ordered by start date.
Date Range - displays the start and end dates of the phase.
% Completion - indicates the percentage of the phase completed based on time elapsed.
Example: if the email is sent 15 days into a 100-day phase, the phase is 15% complete.
Note (optional) - if the collaborating firm includes a note, it will be displayed in the email body.
Total Invoiced - the sum of all consultant invoices approved by the firm, plus any bills uploaded by the firm on behalf of the consultant.
Remaining - the consultant’s planned budget for the project minus the total invoiced amount.
If the total invoiced exceeds the planned budget, the remaining amount will be negative.
If you don't create a free consultant account, any consultant bill reminder emails that you receive for a proejct can be opted out. To do this, open the bill reminder email and select "Opt out of invoice reminders for this project".
💡 Invoices can also be uploaded in-app from the Project Overview page and from the Invoices page by clicking Upload invoice.
Uploading Invoices
Regardless of where the invoice was uploaded, you'll be prompted to upload a PDF of the invoice and add the following information:
Amount due - the total amount of the invoice you are sending the firm.
Issue date - the date that the invoice is being issued to the firm.
Invoice number - the number used to identify the invoice.
Due date (optional) - the date that the firm needs to remit payment.
If no date is selected, it will be treated as "pay when paid".
Note to client (optional) - the note that will be included with the invoice when it is sent to the firm.
Click Save once all of the necessary information has been added to upload the invoice to the firm.
Getting Paid!
💰 Sign up for Monograph Payments for FREE to receive payments for your invoices directly through Monograph!
The following articles will walk you through how to set up and use payments. Please note that these articles are intended for both paid and free Monograph subscribers, so some features or screenshots may not accurately reflect a free account's experience.
To manually record a payment for an invoice that was made outside of Monograph, click on the ellipses next to the invoice and select Mark as paid.
In the pop-up, select the date that the invoice was paid. If you'd like to send payment confirmation to the client, use the checkbox to select the option. Click Save once finished to record the Paid date.
If the firm is using Monograph payments, they will have the opportunity to pay consultant invoices through Monograph.
Editing a Manual Payment
If the invoice was manually marked as paid by mistake, it can be marked unpaid by clicking on the ellipses again and selecting Mark as unpaid. If the incorrect date was used, the payment date can be edited by selecting Edit payment date.
🚨 Only invoices that have been marked as paid manually can be edited. Invoices paid through Monograph cannot be edited, unpaid, or deleted.
Editing an Uploaded Invoice
If changes are needed, an invoice can be edited until the collaborating firm approves it. To edit an invoice from the Invoices page, click on the ellipses next to the invoice and select Edit Invoice.
The invoice will open, where you can make changes to any of the information associated with the invoice (including the project that the invoice is associated with). Click Save after the necessary changes have been made.
Handling Change Requests
If the firm requests any updates to an invoice, you’ll receive an email with a note detailing what needs to be adjusted. Click View invoice to be taken directly to the invoice in Monograph.
The invoice will open showing a Rejected status to indicate that the uploaded invoice wasn't accepted by the firm. The note outlining the requested changes will appear, where you can click Edit Invoice to make the necessary changes.
Once the changes have been made, click Save. This will notify the firm that the requested changes are complete.
Deleting an Invoice
To delete an invoice, click on the ellipses next to the invoice and select Delete.
A pop-up will appear with a warning that deleting an invoice cannot be reversed. To continue, click Delete. To go back, click Cancel.
Frequently Asked Questions
Who can upload consultant invoices?
Companies who have signed up for a free plan do not have permission levels, so all users will be able to upload invoices. Companies on a paid plan can control who can access invoices in Settings > Permissions.