Monograph allows you to create invoices for your projects based on timesheet hours logged, percentage completed, project roles, or activity performed.
When you first navigate to your Invoices, you'll see a list of all of your projects' invoices sorted by the payment Status. By default, this is sorted in the order of Paid, Past Due, Open, and Draft.
Clicking on any of the column headers will allow you to sort your invoices by that specific column in ascending order, and clicking a second time will change it to descending order. Clicking on the same column header for a third time will change the sorting back to the original order.
You can choose to sort by:
Amount (Invoice Total)
States (Payment Status)
Additionally, you can add filters if you'd like to refine the invoices that appear.
Status - filters by specific payment types
Draft, Open, Paid, Past Due, and Unpaid (both Open and Past Due)
Client - filters by client
Multiple projects may be associated with the same client
Project - filters by project
Creating an Invoice
Start by selecting Invoices from the main menu, then clicking on the "New Invoice" button found in the upper-right corner of the page. Next, you will be prompted to select the project for which you would like to create an invoice - choose your project from the drop-down list.
The invoice number will automatically assign to the next available number in sequence, feel free to manually update the invoice number if needed. Note that invoice numbers may only contain numeric digits from 0 - 9 and may not contain alpha or special characters.
Selecting Invoice Format
Using the drop-down menu on the left-side of the page, you may select your method of Invoice By, choosing either Activity, Role, or Phase.
Invoice by Phase: This method will show the budget information for each individual phase, as well as the number of hours and dollar value currently logged based on the time that has been entered across all timesheets for this project.
Invoice by Role: This method will show you the role details, including billable rate, number of hours logged, and the dollar value based on time entered. Clicking the "down arrow" will expand to show a breakdown of activities.
Invoice by Activity: This method will show you the activity details, including the number of hours logged, and the dollar value based on time entered. Clicking the "down arrow" will expand to show a breakdown of roles.
Adding a Phase Assignment
To better understand how much has been billed for each phase, you'll need to add a phase assignment to each line item within the invoice.
When Invoicing By Phase
When you add line items to your invoice by "Phase" then your phase assignment will default to the same phase you previously selected. For example, if the "Pre-Design" phase is selected (red arrow) and added to the invoice, the phase assignment will automatically link to the corresponding phase (red square).
When Invoicing By Activity or Role
When you add line items to your invoice by "Activity or Role" your phase assignment will default to blank. You will need to assign each line item to the phase you would like to include this billing amount towards by clicking the drop-down. For example, if the "Principal" role selected included hours logged during the Pre-Design phase, you would select Pre-Design from the drop-down menu as shown below.
Adding an Expense
Based on the duration of dates you have selected when choosing your "Invoice By" method, any expenses logged in a user's timesheet during this period will also be available to include in your invoice.
You may add these expenses by clicking on the "Add All Expenses" button. This will add all the listed expenses to your invoice, including additional details, and provide you with the ability to remove or make any necessary edits to each line item.
Adding a One Time Charge, Tax, or other Additional Fees
Start by going to an existing invoice or creating a new invoice.
Once you have added in your billable fees based on either Activity, Role, or Phase you can click on the "+ Line Item" button to create an empty row for you to complete - we call this adding a single line item.
Customize the single line item to match your specific needs by manually entering the necessary description, quantity, and unit price. Below are two examples where tax has been added (blue) and another where a one-time charge has been included (green) in the invoice.
🚨 Any custom details added using the "+ Line Item" button will always default to the first phase of the project you're invoicing for. Make sure that you update the phase assignment if needed for custom line items.
Marking an Invoice as Paid
Once you've received payment for your invoice, you can mark it as paid by clicking on Mark As Paid under "Paid Date" on the Invoices page.
If you need to mark an invoice as unpaid, click on the icon with the three dots and select Mark As Unpaid. This is also where you will navigate if you need to duplicate an invoice.
Keeping Track of Project's Invoices
When you're creating multiple invoices for a Project, it can be hard to keep track of how much has been paid, how much is past due, and what has been logged but not billed.
Use the Project Financials Report to gain financial insights on a project, broken down phase-by-phase. Click here to learn more.