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Resubmit an Invoice for Approval from Interactive Billing

After you submit, approve, reject, or unsubmit a draft invoice, you can make changes to the invoice and resubmit it (submit it again).

This topic applies if a project uses an approval process for its billing invoices.

You can submit a draft invoice that has a Submitted, Approved, or Rejected status as many times as needed, with or without unsubmitting it first. Common examples for the need to resubmit are when an approver rejects an invoice, and a biller makes the approver's corrections to the invoice and submits the invoice again or when a biller needs to make a correction for any reason and submit the invoice again.

  • When you submit a draft invoice again without unsubmitting it first:
    • The previous submit action and comment history is retained on the Draft Invoice Comments dialog box for the invoice. You do not lose the approval action and comment history.
    • If you have Use Markup on Draft Invoices set to Yes on the Options form in Settings > Billing > Options:

      If you are resubmitting a draft invoice after an approver made annotations and comments on it and rejected it and a biller revised the draft invoice: A PDF file is created to store the approver's annotations and comments that are marked up on the draft invoice. You can view this PDF in Hubs > Projects > Draft Invoice Approvals on the Revision dialog box on the Draft Preview tab by clicking on the tab's toolbar. You can review this alongside the current copy of the draft invoice on the Draft Preview tab to confirm that the invoice revisions were made correctly before the invoice is accepted.

  • When you unsubmit a draft invoice before submitting it again:
    • The previous submit action and comment history is not retained on the Draft Invoice Comments dialog box. You lose the approval action and comment history.
    • If you have Use Markup on Draft Invoices set to Yes on the Options form in Settings > Billing > Options: The resubmitted draft invoice displays on the Draft Preview tab in Interactive Billing (in Billing) and Draft Invoice Approvals (in the Projects hub), based on the current billing session option. The draft invoice PDF does not contain any of the annotations or comments that were made before you unsubmitted it. You won't be able to see or access those annotations or comments again.

For more information about editing an invoice during the approval process, see Editing an Invoice in the Approval Process.

To submit an invoice again (resubmit it), with or without unsubmitting it first:

  1. In the Navigation pane, select Billing > Interactive Billing.
  2. If the Billing Session Options dialog box displays, select options on the dialog box and click OK.
    Alternatively, click Billing Session Options on the actions bar of the Interactive Billing form, and complete the session options information.
  3. On the Interactive Billing form, select the project.
  4. On the actions bar of the Interactive Billing form, click Submit.
  5. On the Draft Invoice Comment dialog box, enter comments related to the submittal and click Save.
    The comments will be available to the person or people approving the invoice.

The invoice is submitted for approval, and the following changes occur:

  • In Interactive Billing:
    • The invoice status (Invoice Status field on the General tab) changes to Submitted.
    • The Invoice Status for the related billed transactions on the Labor, Expenses, and Units tabs changes to Submitted on the Labor, Expenses, and Units tabs.
    • The Submit action on the actions bar is replaced with the Approve action and from the drop-down list, you can select only the actions that apply for your role in the approval process. Possible actions are: Approve, Submit, Unsubmit, or Accept.
  • If the invoice approval workflow for the project specifies that alert notifications be sent to approvers, those alert notifications are sent when an invoice is submitted.
  • The invoice is available for reviewing and approving in Interactive Billing, in Invoice Approvals in the Billing application, and in Draft Invoice Approvals in the Projects hub.