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.
🚨 If your invoice builder does not look like the screenshots below, it means that your project is using a legacy invoice layout. Follow this guide for instructions on how to use the new invoice layout on your existing projects.
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
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.
End Date - the end date of each phase, which can be edited within the Project Planner.
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.
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 $27,410 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, $27,410 worth of 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 $19,550 (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, Consultants Services, & Other Items
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.
When you add any expenses that have attachments, these same attachments will be shown as an appendix to your invoice. You'll be able to see it within the Invoice Designer and Invoice Preview.
🚨 This is done automatically when billing expenses! Once you bill any expenses that have attachments, the attachments will get added to the invoice. If you'd like to not include any receipt images, feel free to toggle off Include receipt images from the Invoice Designer tab.
If you've budgeted for Consultants for a project, the planned fees for each will appear as an option to add to your invoice under the Consultants Services tab.
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.
Before moving on to preview your invoice, you have the option to change two Display Options with your Invoice.
Show all fixed fee line items - this gives you the option to hide or show any Fixed Fee Services Phases that do not have an amount due in the current invoice.
Show previously billed amounts - this gives you the option to hide or show the "Previously Billed" columns for both Fixed Fee Services and Hourly Services.
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 Send Invoice and Payment link, 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.
Sending Payment Requests to Clients
After you've created the invoice, you'll want to review it for accuracy before clicking Open and Share to finalize it. After it's marked as Open, follow the steps below to send the request to the client.
🚨 Only invoices using the new invoice layout are able to use Payments in Monograph. Legacy invoices cannot be paid through Monograph. For more information about setting up and using Payments, click here.
Before sending your invoice to clients, you will be able to choose how you would like the invoice to be paid.
Once you choose how you would like to be able to have the invoice paid and confirm that your invoice is accurate and ready to share, you will click on Open and Share.
After clicking Open and Share the below pop-up will walk you through the two steps to have this invoice sent to your client.
The Send to email address will default to the email that is associated with the client's billing information but it can be manually edited from here if necessary.
Additionally, you can include a custom email message to include in the invoice's email. The email message will default to the last message that was used. Once you've made any necessary adjustments, click Send.
After the invoice has been sent, the Activity will update to show when the invoice was sent and the email address where it was sent.
You'll also see a pop-up notification confirming that the payment was sent successfully.
💡 The invoice's Activity details allow you to see a record of history for the invoice. This includes when a client views the invoice, when the invoice's status changes, and when the client has paid.
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.
When using Payments in Monograph the invoice will update to show as Paid after the client makes the payment on their end.
Depending on the payment type, you should receive funds between 3 - 5 business days. Assuming there is no negative balance to pay off (e.g. because of refunds or disputes), then the total amount will be sent.
📚 See the Payments FAQ for more information on payment processing and other payment questions.
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.
You can also see the progress of a project's invoices by viewing the Project Progress on your project's Overview page. When you mark an invoice as "Paid", the Paid Invoices bar will update to show what has been paid compared to what has been billed.
If you'd like to see this progress by phase, click on the Phase drop-down menu of the Project Progress.
Project Progress for All Phases
Project Progress at the Phase level