With Monograph, you can create invoices for your projects broken out by different phases and roles. We've built this workflow based on extensive feedback from our users and with the architecture and design industry in mind.

Creating a New Invoice

Select Invoices from the main menu, then click on the + New Invoice button in the top right corner. Then you'll be shown the pop-up below:

Choose your project from the drop-down list and the invoice number will automatically populate the next available number for that specific project. You can manually override the invoice number with any combination of numbers, letters, underscores, dashes, or dots.

Last, set your Services Through time frame for the invoice and hit Create.


Using the Invoice Builder

Overview

The invoice builder is where you will build your invoice and includes several tabs that you'll work through before designing your invoice, they are - Fixed Fee Services > Hourly Services > Expenses > Other Items

Beneath each section title, you'll find a Current Due and Unbilled amount preview that will update as you complete each section.

Within Fixed Fee and Hourly Fee Services, we've also included several columns for reference.

  • Phase - all the phases that make up the project within the Project Planner.

  • Status - the status of each specific phase, which can be edited within the Phase Details in the Project.

  • Planned/Max Cap - the budget or max cap for each Phase depending on if you are on the Fixed Fee Services (Planned) or Hourly Services (Max Cap) tab.

  • Unbilled - the value of the time that has been logged in timesheets but not billed in an invoice. Hovering over this amount will show you if there was any time logged prior to the Services Through date.

  • Milestones - represents the Milestones for each phase and is filled in as associated Tasks are marked complete. Hovering over these icons will show you the Phase's Milestones and how many Tasks have been completed for each.

  • Previously Billed (%) - the total billed on previous invoices, shown as both a dollar amount and a percentage compared to the Phase's budget.

  • Current Complete - the total percentage compared to the Phase's budget that you'll be adding to the invoice.

  • Current Due - the total dollar amount that you'll be adding to the invoice for a Phase.


🚨 If your invoice builder does not look like this, it means you are in the legacy invoice version. Please use this guide instead.


Invoicing Fixed Fee Services

The Fixed Fee Services tab allows you to edit the invoice amounts for your Fixed Phases comparing what you planned, vs logged and milestones completed.

Method 1: Invoice Using Unbilled

The most common way to start is by referring to the Unbilled column, which is the value of the time that has been logged in timesheets but not yet billed. Hovering over the amount for a specific phase will show you how much time has been logged within the "Services Through" timeframe, and any time logged prior but not yet invoiced.

Based on the example above, there is $22,925 of Unbilled time for Schematic Design. Typing this amount into Current Due will automatically update the Current Complete percentage for the phase budget.

Method 2: Invoice Using Milestones or Percentage Complete

If you issue invoices to your client based on major milestones or percentage of work completed, start by hovering over the phase milestones to glimpse where you stand on progress.

In the example below, you'll see that for Schematic Design, $23,000 hours have been logged under Unbilled, but we've only completed the work up to the 25% Milestone.

With this information handy, you can now decide what percentage you'd like to bill your client by entering that under Current Complete. Here I've entered 25% based on the completed Milestones, which updated the Current Due to $37,085 (which is 25% of your Planned amount).


Invoicing for Hourly Fees

All phases marked as hourly in the project planner will appear under this section, and clicking on the phase name will expand to show all roles for the phase with their planned and logged time.

For each role, click Add to include the logged hours or directly type a number into the hours' box to override the logged amount. Just like in the Fixed Fee section, hovering over Unbilled will let you preview all unbilled time by timeframe.


Adding Expenses & Other Items

Expenses
Based on the "Services Through" timeframe that you selected when creating your Invoice, any expenses logged in a user's timesheet during this period will also be available to add to your invoice. You may add these expenses by clicking on the Add All button or Add for selected expenses only.

Other Items

The Other Items tab can be used for adding single line items for anything that doesn't fit into one of the default categories. These could be items such as One-time Charges, calculated Sales Tax, Additional Fees, or even Discounts.

To add a single line item, click on + Add Line Item

Customize the single line item to match your specific needs by manually entering the necessary Item Name, Description, Quantity, and Rate. Below is an example where three line items have been added - a Delivery Fee, Sales Tax, and a Discount.

To add a Discount, simply change the rate for that specific line item to a negative amount.


Using the Invoice Designer

After you've added all applicable items to your invoice, you can use the Invoice Designer to edit all of the other information that will appear on your invoice. The Project Name and Number will reflect the name and number that you used when creating the project.

To start, add your Company's logo and address if you haven't already done so within your Organization Settings. To add your logo, click on "Upload Logo", and add or edit your address by clicking "Edit Address". Please note that any changes here will also be reflected within your Organization Settings.

Once you've added your Company information, click on Select or add client to select an existing client or create a new one. If you are connected to your Quickbooks Online account, the client list will be pulled from there.

After you've added your client's information, you'll proceed with adding the following information:

  • Issue Date - the date that you are issuing the invoice.

  • Terms - the agreed-upon terms for payment, this will automatically adjust your Due Date.

  • Due Date - the date on which payment is due.

  • Services Through - the timeframe that includes the services that you're invoicing.

  • Invoice Number - the invoice number based on the next available number in the sequence for the specific project.

  • Reference Number - an optional field, can be used for Customer ID or other numbers used for internal tracking purposes.

  • Note - an optional field for including any introduction, summary, or other notes regarding the charges.

  • Footer - an optional field (located at the very bottom of the invoice), we suggest adding any payment terms or any company boilerplate information.

After you've added all of your invoice information and you scroll down, you'll find that all of the information you entered in the Invoice Builder is separated accordingly.


Previewing Your Invoice

The Invoice Preview page is where you'll review your invoice and mark it as open when you're ready. Here, you can also print your invoice, send your invoice to Quickbooks Online (if you sync your Quickbooks Online account), or export it as a CSV to import into Quickbooks Online, Quickbooks Desktop, or Xero.


🚨 It's important to review your invoice! Once you choose "Mark as Open" on the Invoice Preview, you will no longer be able to make any changes.


If you're not ready to mark your invoice as open, your invoice will automatically save as a draft. You can come back to it when you're ready by navigating to the Project's Invoice page or the Invoice Index.


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 a 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.

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