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Submit an Invoice for Approval from Interactive Billing

If a project uses an approval process for billing invoices, the first step in the process is to submit a draft invoice for approval.

You can submit draft invoices for approval in either Interactive Billing or Batch Billing. All users who have access to Interactive Billing can submit an invoice in Interactive Billing.

To submit an invoice for approval in Interactive Billing:

  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, enter a complete or partial name or number in the Find project lookup field to find and select the project.
  4. After you select the transactions to bill on the Labor, Expense, and/or Units tabs, or specify the fees to bill on the Fees tab, click Submit on the actions bar of the Interactive Billing form.
  5. On the Draft Invoice Comments 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 field on the General tab changes from New to Submitted.
    • The Invoice Status for the related billed transactions on the Labor, Expenses, and Units tabs changes from New to Submitted.
    • 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.
  • If you have Use Markup on Draft Invoices set to Yes on the Options form in Settings > Billing > Options, a PDF file of the draft invoice displays on the Draft Preview tab in Interactive Billing and Draft Invoice Approvals in the Projects hub. Approvers can enter annotations and comments (markups) directly in the PDF to communicate invoice changes for the biller to make. The PDF also includes supporting documents and the Billing Backup report, if these are selected for inclusion with a project's invoice per the project's billing terms (on the Billing Backup tab in Billing Terms).
  • If you have Use Markup on Draft Invoices set to No on the Options form in Settings > Billing > Options:
    • In Interactive Billing, click the Print action on the Interactive Billing form to preview a draft invoice.
    • In Draft Invoice Approvals, an Invoice Preview tab displays instead of the Draft Preview tab. On this tab, you can view the invoice and enter any comments for it in a separate Draft Invoice Comments pane on the tab.