If you have set Project Progress Settings, click Create Invoice > Project Default Settings. The Project Invoice screen will appear.

To group costs differently to the default project settings, refer to the sections below.

If you create an invoice and the settings differ from the project's default progress settings, you will need to confirm which settings you want to use for the invoice.

 

Group costs by project

Use this method to create a claim for the total value of costs incurred to date for the overall project.

1. From the Progress tab, set the progress view to Project Overall.
2. Select Task Actuals.   
3. Click Create Invoice > Task Actuals Calculation.
   
4. The Create Project Invoice screen will appear. See below for further instructions.

 

 

Group costs by stages

Use this method to create a claim for the total value of costs incurred to date, grouped by stages.

For example, stages could be the phases of a renovation such as foundations, external, internal etc.

 

1. From the Progress tab, click the Stage button to display the stages of the project.   
   
2. Set the view to show Task Actuals.
3. Scroll down and click Create Invoice by Stage - Task Actuals Calculation (bottom right of screen).
4. The Create Project Invoice screen will appear. See below for further instructions.

 

 

Group costs by tracking centre

Use this method to create a claim for the total value of costs incurred to date, grouped by tracking centres.

For example, you can set up tracking centres to group costs for each type of trade used during the renovation such as electrical, plumbing, carpentry, etc.

 

1. From the Progress tab, click the Stage button and select Tracking Centre.
2. Set the view to show Task Actuals.
3. Scroll down and click Create Invoice by Tracking Centre - Task Actuals Calculation (bottom right of screen).
4. The Create Project Invoice screen will appear. See below for further instructions. 

 

 

 

From here, you can either edit an item's quantity, percentage, or the overall amount. Use case For example, you may wish to invoice for some items now and some at a later stage (see image).   Each of these values will back-calculate after editing. You cannot invoice for more than what has been used on tasks.   Alternatively, to delete linked items, click the (red trash can). You can add these items back at a later stage if you wish. Use the Add Task Item button to view and select items that have not yet been claimed. Task items can only be invoiced once.   If your project contains linked quotes, you can also link quote items using Add Quote Item. Alternatively, you might want to create a brand new overall line item using Add Line Item (see below) and then link your quoted items to this line item.

I want to show all job costs for a stage

Using this method groups items based on the item type (labour, material, expense), as well as by the Breakdown you selected above (Project, Stages, or Tracking Centres). If you want all items under the one grouping (e.g. all task items for one stage), you can achieve this by deleting the necessary overall line items (e.g. labour task items for one stage) and then adding the task items to the overall line item you're working on (e.g. material task items for one stage) using Add Task Item. Alternatively, you can create a new overall line item (or several) and add your task items to this grouping. See Add Line Item, below.

 

 

Once finished, the Task Item Sub Total and Quote Item Sub Total (if used) will show you an updated figure which is used for the overall line item.

Unlike the Contract % Calculation method, the values for your linked items will affect the overall line item and there is no Use Sum of Items option.

 

You can also add line items if you wish to create your own groupings, e.g. if you want to create a separate line item for variations:

1. Click Add Line Item
2. (Optional) enter a Ref/Order No
3. Select the Method of calculation (Task Actuals or Contract %)
   1. If using Contract %, enter a value for the percentage
4. Select the Breakdown of this line item, e.g. entire Project or select a stage or tracking centre
5. (Optional) edit the pre-filled Description
6. Click the link icon to add Task and/or Quote items to this grouping. This will bring up a search window displaying items used on Tasks/Quoted items that are yet to be invoiced.
7. Double-click each item you want to add to the grouping.
8. Close the search window.
9. Edit each item's quantity, percentage, or overall amount, if applicable.
10. Click Use Sum of Items if you want to update the values on the overall line item (Contract % only).

Once you've finished editing your line items and/or linked line items, click Save Project Invoice to be taken to the Invoice Worksheet. 

Your invoice line items will display with linked items, similar to how this displayed on the create project invoice screen.

From here, you can choose a suitable layout for printing or emailing to your customer.

AroFlo provides a range of project elements and tables which can be added to an invoice layout to provide more detailed cost information.