How to Create an Invoice

Invoicing is one of the powerful project management financial tools available on ProWorkflow. Our Invoicing feature is included in the Advanced Plan, and available as an add on with a monthly fee for the Professional Plan. If you are looking to get started with Invoices and do not currently have the add on or are not currently on the Advanced Plan, please reach out to support at support@proworkflow.com and we'll be happy to help you.

There are several different ways to create an Invoice: you can invoice from a Project, from a Client (which can include multiple Projects), from a template, or from scratch.

To invoice from a Project, the easiest thing to do is to navigate to the Project that you wish to create the Invoice for, then click "+Add" from the Invoice module in the right-hand pane and select "Add Invoice":

You will then be presented with the Invoice Creation module. The first screen allows you to choose a Client Contact if you wish, change the Invoice title, and select the Term. You can also choose how you would like to Invoice, the options are "Choose specific time or items to include" which allows you to invoice for specific Items or time tracked on specific Items, Project billing which allows you to bill for a whole or percentage of the Project total, and Phase billing which allows you to bill for a whole or percentage of Phase totals:

If you choose to use "Choose specific time or Items to include", then on the next screen you will be able to select the types of Items you wish to include on the Invoice. You can select "Time" to include tracked time, or the Item types to include time allocated or fixed fee time-based Items. You can also choose on this screen if you wish to include Quantity based Item types on the Invoice:

If you have elected to include Time tracked, you will be able to select the Time Records you wish to include on the Invoice on the next screen:

Clicking "Copy Timelog Notes" replaces the Item description with the notes on Timelogs associated to an Item:

If you have elected to include fixed fee Items, time allocated, or quantity based Items on your Invoice, you can do that on the next screen:

You can also, on this screen, elect to Invoice for only a partial percentage of these Items by clicking in to the "Full/Partial Invoice" column:

Finally, on the last screen you can choose how the Items and time logs you've presented are listed on the Invoice you create. An Itemized Invoice will list all Items separately, and you can choose to group Timelogs by Items, Staff, or Hourly rate:

Roll up to Phase allows you to group all of the Items and Time you have selected together by Phase. Please note that if you choose to group your Invoice this way you will need to use "Roll up to Phase" as the grouping on all future Invoices on this Project to insure that "Invoiced" and "Remaining" totals are calculated correctly.

You can also choose with this grouping to have Time tracked listed as a separate "Billable Time" Phase, and group Timelogs by Phase, Items, Staff, or Hourly rate

Roll up to Project allows you to group all of the Items and Time you have selected together by a Project level total. Please note that if you choose to group your Invoice this way you will need to use "Roll up to Project" as the grouping on all future Invoices on this Project to insure that "Invoiced" and "Remaining" totals are calculated correctly.

You can also choose with this grouping to have Time tracked listed as a separate "Billable Time" Phase, and group Timelogs by Project, Phase, Items, Staff, or Hourly rate:

Adding an Invoice using the "Project billing" option allows you to create an Invoice for either the full amount of the Project or for a partial/percentage of the Project. Please note that if you choose this option you will be required to use this option on all further Invoices on your Project in order to properly calculate and track Invoiced amounts.

After selecting Project billing you can elect to Invoice for a partial amount on the next screen by clicking in to the "Full/Partial Invoice" column:

Adding an Invoice using the "Phase billing" option allows you to create an Invoice for either the full amount of the Phases you select or for a partial/percentage of the Phases. This works by allowing you to select the Items from the Phase that you wish to bill for, and then using Phase grouping to roll them up by Phase. Please note that if you choose this option you will be required to use this option on all further Invoices on your Project in order to properly calculate and track Invoiced amounts.

If you wish to create an Invoice from scratch, rather than from a Project, you can either navigate to the Invoices page and click "+Invoice" or hover on Invoices in the menu and click "+Add":

On the Invoice creation screen choose to Invoice from "Scratch", select your Client and enter a title for your Invoice, then click "Create".

You will then create an Invoice without any added Items. Add the Items you wish to Invoice for.

If you wish to create an Invoice from a Quote, rather than from a Project, you can either navigate to the Invoices page and click "+Invoice" or hover on Invoices in the menu and click "+Add":

On the Invoice creation screen choose to Invoice from "Quote", select your Client, then select the Quote you wish to create an Invoice from and enter a title for your Invoice, then click "Create":

If you wish to create an Invoice from a Template, rather than from a Project, you can either navigate to the Invoices page and click "+Invoice" or hover on Invoices in the menu and click "+Add":

On the Invoice creation screen choose to Invoice from a "Template", select the Template you wish to use, your Client, and enter a title for your Invoice, then click "Create":