Projects - Billing - Invoices

See Also


This view displays details for all finalized invoices that have been generated for the project such as billing method, time and material charges, and reimbursable expenses. You cannot create invoices for internal projects as they are non-billable. Summary totals for each column are displayed as well as the total paid against the account and the project balance. You can view legacy invoices also as long as their PDFs exist in the system.


Billing Client:

Use the Billing Client link to navigate to the client’s contact information.



Use these date filters to display invoices for a specific date range.




Create Invoice:

Select this option to create a new invoice from this view. ArchiOffice remembers the invoice date range and last invoice date of every project. So you don’t have to continually enter the date each time you create an invoice or draft invoice. You can also overwrite the default invoice number and enter a custom invoice number when creating an individual invoice here. To learn more about what the invoice will look like, review the invoice sample.


Delete Draft:

Select this option to delete a draft copy of an invoice.


Finalize Draft:

Select this option to finalize a draft invoice and post it.


Creating a draft invoice or deleting it does not increment your next invoice number until that invoice is finalized. When draft invoices are finalized, ArchiOffice looks at the invoice numbers of all existing invoices to determine the next highest number and sets the default in Preferences to that number. This helps in preventing gaps in the numbering sequence.



Select this option to see all the invoices for this project.



Select this option to locate specific invoices.


Email Selected Invoices:

Click to email the invoices selected on the grid to the clients. It opens the Email screen. You can add a custom message before the email is sent.



Choose this option to open the ArchiOffice Help in the Projects section.


Invoices Grid

Edit :

Click to view or edit invoice details. You can also delete an invoice. You can open an invoice directly by clicking the invoice number or date.


Displays the total amount paid toward the invoice, if any.



Date on which the invoice was created.



Invoice number associated with the selected invoice.



Displays the billing method used for the associated project (i.e., Hourly Rate, Stipulated Sum, Multiple of DSE/DPE, Percent of Construction, or Unit Cost).


Basic Services:

Displays the amount of the basic services.


Add Services:

Displays the amount of the additional services.


Reimbursable Expenses:

Displays the amount of reimbursable expenses.


Invoice Amount:

Displays the total invoice amount based on the services, expenses, adjustments and taxes applicable to it.



This displays the balance amount that the client owes on the invoice.



Mark or unmark this check box to select or deselect all the listed invoices.


Total Paid:

Displays the total amount paid toward the invoice, if any.


Project Balance:

This displays the balance amount that the client owes for all outstanding invoices on projects they currently have in the system.


Print Statement:

Click this link to generate a printable statement for a project.


Print Summary:

Click this link to generate an invoice summary for a project.


Print Client Statement:

Click to preview the Outstanding Invoices report. This statement not only displays the outstanding invoices for the selected project, but also shows the other projects of the client that have outstanding invoices.


Button Panel

Search :

Use this search field to quickly locate projects. The field's predictive search instantly display results as you type in this field


Active Only:

Mark this check box to search only the active projects.



Click to display the previous project record.



Click to display the next project record.



Opens the ArchiOfficeHelp in the Projects section.





Select to create a new project.



Select to duplicate an active project record.



Select to delete a project. This is a secure privilege available only when specifically allowed in the Preferences screen.


My List:

Select to view projects assigned to you.



Select to view a list of all projects.



Use this option to locate projects matching specific criteria, with the resulting Found Set displayed in the List View.



Select to return to the last Find criteria so you can modify the requests before executing the search.



See Also