What Are Invoice Records In Project Insight?

Invoice Records in Project Insight help teams organize the work and expenses that need to be billed to a customer.

Project Insight does not create the final customer-facing invoice with logos, formatting, or layout. Instead, it creates the invoice data, including customer information, invoice terms, invoice line items, work performed, expenses incurred, and the amount to bill.

This is useful because invoice records can be connected to the actual time and expense entries made on a project or for a customer. Those approved time and expense entries can also be used to automatically generate invoice line items, helping teams save time and improve billing accuracy.

Invoice records give teams a clearer way to compare what was billed against the actual work and expenses completed. This helps project, finance, and delivery teams review billing accuracy, understand profitability, and make sure the work required to deliver the project is captured.

Invoice data can then be exported or integrated with an ERP, accounting system, or invoice generation tool for final invoice creation and management. Project Insight also includes simple invoice management functionality for teams that want to track invoice status directly in the system.

Best For

Use Invoice Records when you need to:

• Create invoice data from approved project time and expenses
• Connect billable work and expenses to customer invoices
• Attach actual time and expense entries to invoice line items
• Compare what was billed against the work and expenses completed
• Export invoice data to an ERP, accounting, or invoice generation system
• Track simple invoice status inside Project Insight

Who Can Add An Invoice?

Only users with the Time, Expense & Invoice Manager role checked can create invoice records.

See User System Roles for more information.

The Time, Expense & Invoice Manager can view all time and expense entries in the system and add them to an invoice record, even if they do not have access to the projects themselves.

How Do You Add An Invoice Record?

An invoice record can be created when your team needs to organize billing data for approved project time, expenses, or other customer-related work.

Before a time entry or expense entry can be included on an invoice, it must be:

• Entered by the resource, project manager, or scheduler
• Submitted for approval
• Approved
• Associated with a company, either directly or through the company assigned to the project

This ensures invoice records are built from reviewed and approved work and expense data.

See Time Approval Work Flow for more information.

If a user has the Time, Expense & Invoice Manager role, the Invoices menu option appears in main top nav menu.

1. Click the Invoices menu option in the top left.

2. The invoice records list is displayed. This list may be blank if no invoice records have been created in the date range applied to the list. Invoice records may exist but may not be displayed because of the current filter.

3. By default, only invoice records for the current quarter are displayed. You can change this using the Filter Options  setting.

There are two ways to add an invoice record: inline from the invoice records list or from the Invoice Add/Edit form.

4. To add an invoice directly from the invoice records list, click into the highlighted blank line and enter the invoice details.

The standard invoice record columns are displayed by default. You can adjust which columns appear using the Display and Filter Options.

OR

5. Click the + Invoice Record  menu option. The Invoice Add/Edit form appears.

The only required fields for adding an invoice record are the invoice date, the company being billed, and a name or description for the invoice.

What Fields Are Available On The Invoice Add/Edit Form?

The fields shown on the Invoice Add/Edit form may vary depending on your workspace configuration.

Template - Use a template to speed up data entry and keep similar invoices consistent. This can be helpful if you create recurring or similar invoices, such as invoices for a long-running project billed every other week.

Date - Enter the invoice date. This is a required field. Type the date or click the Calendar option and choose the date.

Company - Select the company being billed. This is a required field. Only time and expense entries associated with this company will be available to attach to the invoice. Companies must be active and have at least one of the following settings enabled:

• Enable time and expense entries to be assigned directly to the company.
• Enable the company to be assigned to a project and subsequently invoiced.

Rate Cards - Select a rate card if you want only time and expense entries associated with that rate card to be available for the invoice. This field is optional. Rate cards must be active to appear in the drop-down.

Project - Select a project if you want only time and expense entries associated with that project to be available for the invoice. Only projects with approved, non-invoiced time or expense entries appear in the drop-down list. Archived projects may also appear if they still have approved, non-invoiced time or expense entries.

Name - Enter a name to identify the invoice, such as "Monthly Invoice Mar 2016" or "Phase 1 - Analysis." This is a required field.

Purchase Order - Enter the purchase order number associated with the invoice. This field is optional.

Invoice # - Enter an invoice number, if applicable. This may be generated by an external invoicing system. This field is optional.

Invoice Classification - If invoice classifications are used, select the classification. If your workspace does not use invoice classifications, this field will not appear.

Representative - If invoice representatives have been set up, select the representative. If your workspace does not use invoice representatives, this field will not appear.

Terms - If invoice terms have been predefined, select the appropriate terms. If your workspace does not use invoice terms, this field will not appear.

Memo - Enter an optional memo.

Paid - If Project Insight is being used to manage invoice status, use this flag to show whether the invoice has been paid. If another system manages invoice payment, this can be ignored. Reports can be run for paid or unpaid invoices.

Invoiced - If Project Insight is being used to manage invoice status, use this flag to show whether the invoice has been sent to the customer. If another system manages invoice delivery, this can be ignored. Reports can be run for invoiced or un-invoiced records.

Ready to Download - If invoice data generated in Project Insight is exported or integrated with another system, use this flag to show whether the invoice data is complete and ready to download. Reports can be run on this setting.

Click Save to save the invoice record if you are using the Invoice Add/Edit form.

After the invoice record is created, it appears in the invoice records list.

You are now ready to start adding individual invoice line items.

How Do You Create Invoice Line Items?

Each invoice record contains line items. These are the details the customer is being billed for, such as the work completed, the quantity, the amount per item, and the total amount.

Each invoice line item can have actual individual time entries and expense entries attached to it.

Invoice line items can be created manually, or Project Insight can create them automatically based on criteria you set. Automatic line item creation can help generate invoice details and attach the related time and expense entries more quickly. Manual entry gives you more control over what is included.

1. To create an invoice line item, click the invoice name in the invoice list.
2. The Invoice Line Item Add/Edit form appears.

See Invoice Record - Details for next steps.

How Do You Change Display Options, Filter Options, And Date Ranges?

By default, only invoice records for the current quarter are displayed on the invoice records list. You can change this using the Filter Options setting. You can also change which columns display in the list.

1. Click the Filter Options setting on the invoice records list.
2. Set the Date Range Type.

Dynamic Dates - Dynamic dates are preset date ranges that update automatically, such as current week, current month, last month, or next year. If a report or filter is saved with a dynamic date range, the date range updates automatically relative to the current date.

Specific Dates - Specific dates are fixed dates that you enter. If a report or filter is saved with specific dates, those dates stay the same when the report or filter is used again.

3. To change the columns that appear, expand Table Column Selection Options and select the columns you want to display.
4. Click Run Report

The settings will be remembered and applied the next time the invoice records list is displayed.

How Do You Unlock An Invoice Record?

By default, submitted invoice records cannot be edited. If an invoice record needs to be changed after submission, it may be unlocked if the unlock setting is enabled.

This setting is recommended only as a temporary option. When enabled, only users with both the System Administrator and Invoice Manager roles can unlock an invoice record for editing.

How Do You Delete An Invoice Record?

To delete an invoice record, it must be displayed in the list.

1. Click the Delete icon next to the invoice record you want to delete.
2. A confirmation prompt appears. Click OK to continue.

Any time or expense entries attached to the invoice will be released. This makes them available to attach to a different invoice record.

Common Questions

Does Project Insight Create The Final Customer Invoice?

Project Insight creates the invoice data, including customer information, invoice terms, line items, work performed, expenses incurred, and billing amounts. It does not create the final branded invoice with logos, formatting, and layout.

Can Invoice Records Include Time And Expenses?

Yes. Invoice records can include approved time and expense entries. These entries can be attached to invoice line items and may also be used to automatically generate invoice line items.

Why Can't I Find Time Or Expenses To Add To An Invoice?

The time or expense entry may not be approved, may already be attached to another invoice, may not be associated with the selected company, or may not match the selected project, rate card, date range, or filter settings.

Can Invoice Data Be Sent To Another System?

Yes. Invoice data can be exported or integrated with an ERP, accounting system, or invoice generation tool for final invoice creation and management.

In Short

Invoice Records in Project Insight help teams connect approved time, expenses, and billing data. They do not replace a full invoice generation system, but they help create the data needed for invoicing and reporting.

By attaching actual time and expense entries to invoice line items, teams can better understand what was billed, what should have been billed, and how project work connects to customer billing.