How to Use the Invoice Record Report – Project Insight Help Center

The Invoice Record Report allows you to review invoices created during a specified period.

Like other reports in Project Insight, you can select a date range, apply filters, group the results, and choose which table columns appear. From the report, you can edit supported invoice fields inline or open an individual invoice to review and update the full record.

Best for: Billing teams, project managers, and financial administrators who need to review invoice records before exporting them to an accounting system.

What is the Invoice Record Report?

The Invoice Record Report displays invoice records created in Project Insight. It is commonly used as a Monthly Billing Report because it allows you to review invoices for a selected billing period from one report.

Project Insight does this by combining invoice dates, customers, projects, invoice numbers, billing values, and download status in a configurable report.

How do I open the Invoice Record Report?

Open the Reports menu from the top navigation.
Select Invoice Record from the available report types.
Open an existing saved report or create a new report.

How do I create a Monthly Billing Report?

Open the Invoice Record Report.
Select the date range you want to review.
Apply any additional filtering options.
Select a grouping option if needed.
Choose the table columns you want to display.
Run the report.
Save the report with a descriptive name, such as Monthly Billing Report.

You can also add a description explaining what the report includes, such as invoices created during the previous month and whether they have been downloaded.

What date range should I use?

Select the billing period your team needs to review. For a month-end billing process, set the report to display invoice records from the previous month.

A saved report can use date settings that allow it to be run again during future billing cycles.

What filtering options can I use?

Use the available report filters to limit the invoice records shown.

The exact filtering options available depend on your Project Insight configuration and the invoice data entered in your workspace.

Filters can help you focus the report on the customers, projects, invoice records, or billing statuses that need review.

What columns should I add to the report?

Choose the table columns that support your billing review process. Useful columns may include:

Invoice date
Invoice name
Customer
Project
Purchase order number
Invoice number
Invoice total
Ready for Download
Downloaded status

In this example, the report includes a column showing whether each invoice has already been downloaded.

How do I edit an invoice from the report?

Some invoice fields can be updated directly from the report using inline edit mode.

Run the Invoice Record Report.
Turn on inline editing.
Select an editable field.
Enter the updated value.
Save the change.

Not every field can be edited from the report. Calculated values and detailed invoice information must be updated from the full invoice record.

How do I open the full invoice record?

Select the invoice name in the report.

This opens the individual invoice record, where you can review and update the complete invoice.

How do I edit the full invoice?

Open the invoice from the Invoice Record Report.
Select the Edit icon in the gray bar at the top of the invoice.
Update the invoice information.
Select Save.

The full invoice edit screen may include information such as:

Invoice name
Invoice date
Invoice number
Purchase order number
Classification
Sales representative
Payment terms
Ready for Download status

The fields available may depend on how invoicing is configured in your Project Insight workspace.

How do I edit an invoice line item?

Open the full invoice record.
Find the labor or expense line item you want to update.
Select the edit icon on the row or double-click the row.
Update the available line-item information.
Select Save.

Depending on the type of invoice item, you may be able to update information such as the description, quantity, hours, rate, calculation type, or total.

How do I see whether an invoice was downloaded?

Add the appropriate download status column to the Invoice Record Report.

This allows the billing team to see which invoice records have already been downloaded and which records still need to move through the export process.

What should I review before exporting invoices?

Confirm the invoice date.
Confirm the customer and project.
Review the invoice and purchase order numbers.
Review labor and expense line items.
Confirm invoice totals.
Review the Ready for Download status.
Confirm whether the invoice has already been downloaded.

Open the full invoice record when additional information or corrections are needed.

How do I export Project Insight invoice records?

After the invoices have been reviewed, use the related export process to download the invoice records to an IIF file.

[Related article placeholder: Link to Exporting Project Insight Invoice Records to IIF.]

Why should I save the Monthly Billing Report?

Saving the report creates a repeatable billing review process.

A saved report can help your team:

Review invoices from the same billing period each month
Use consistent filters and columns
Identify invoices that need additional review
See which invoices have already been downloaded
Open individual invoice records when changes are required
Prepare invoice records for export

What are common mistakes when using the Invoice Record Report?

Using the wrong invoice date range
Leaving out important billing columns
Forgetting to include download status
Trying to edit calculated values inline
Assuming all invoice details appear on the report
Failing to open the full invoice when more detailed changes are needed
Exporting an invoice before reviewing its billing information

Is the Invoice Record Report the same as a Monthly Billing Report?

The Invoice Record Report can be configured and saved as a Monthly Billing Report by selecting the appropriate date range, filters, and columns.

Can I edit invoices directly from the report?

Yes. Supported fields can be updated using inline editing. Open the full invoice record for additional changes.

Can I open an invoice from the report?

Yes. Select the invoice name to open and review the full invoice record.

Can I see if an invoice has been downloaded?

Yes. Include the appropriate download status column in the report.

Can I save the report for future billing periods?

Yes. Save the report with the selected dates, filters, grouping, and table columns so it can be reused.

Where can I get help with Invoice Record Reports?

Visit Project Insight Support for help creating reports, reviewing invoice records, or preparing invoices for export.