Project Costs and Billing Review

Project owners and finance staff review a project before billing so recorded work and costs match what the customer has approved. This matters because Create Draft Invoice gathers eligible project activity automatically. It does not ask you to choose individual lines before the draft is created.

Before you start

• Access: Your user account needs Project Costing. Confirm the customer, approved billable work, supplier charges, timesheets, and expenses with the project owner. The customer needs a saved ship-to address to create the draft.
• Where: Select the entity, then open Projects > View All Projects and the project record. Create Draft Invoice appears on a project, not on a related work order.

Review the project before billing

1. Check Current Status and Project Summary against the agreed work and budget.
2. Review Revenues and Expenses and open source invoices, supplier bills, purchase orders, timesheets, or related work orders when an amount needs explanation.
3. Check each existing Related Expense Invoice link before making another draft. A second draft may include project expenses again, so reconcile earlier billing first.
4. Ask the project owner to resolve missing records, incorrect project links, disputed work, and unapproved charges before billing.

Create and check the draft invoice

1. Select Create Draft Invoice on the project record.
2. Select the Customer. Confirm that the customer has a ship-to address before continuing.
3. Review the three required revenue accounts for expense, timesheet, and bill lines with finance. The timesheet field may be prefilled with the bills account, so check it rather than accepting it automatically. Saving these choices sets entity-wide defaults used for other projects.
4. Select Create Invoice. If there is eligible activity, the screen shows “invoice <number> created successfully.” with a link to the new invoice. The invoice date is today.
5. Open the draft invoice using the link in the success message.
6. Compare every line with the approved billing decision. Versa adds project expenses grouped by category, bill items not already rebilled, billable time for each team member, and the materials cost of closed related work orders not yet invoiced.
7. Remove lines that are not approved for this invoice, and correct any missing or incorrect source record.
8. Confirm the customer, ship-to address, lines, amounts, tax, and project link before handing the draft to the billing owner for the usual review and posting process.

The draft is ready for billing review when its lines match the approved scope and the project owner and finance agree on any exceptions. Creating the draft does not post it or send it to the customer.

If you don't see what you expect

• “There is no releated transaction to invoice.”: No eligible project activity was found. Check whether time, bills, expenses, or completed related work orders are recorded and linked to this project. The on-screen message contains the spelling shown here.
• An invoice cannot be created: Confirm the selected customer has a ship-to address, and check all three revenue-account choices with finance. A missing ship-to address can produce a generic error.
• A line is missing or appears twice: Check its source transaction, project link, earlier Related Expense Invoice links, and whether it was already invoiced. Keep the new invoice in draft while reconciling it.

For the wider handoff, see Project to Invoice and Project to Profit.