What are Invoices?
Invoices represent bills from vendors, suppliers, or subcontractors. They include:
Invoice details (number, date, amount)
Vendor information
Line items and descriptions
Payment status
Project and phase associations
Accessing Invoices
Open your project
Click "Financial" tab
Select "Invoices/Receipt" subtab
Note: Financial tab is admin-only and available after "Estimating" stage.
Creating an Invoice
Step 1: Add New Invoice
Click "Add Invoice" button
Fill in required fields:
Invoice Number: Vendor's invoice number
Vendor: Supplier or subcontractor name
Amount: Total invoice amount
Date: Invoice date
Due Date: Payment deadline (optional)
Step 2: Add Invoice Details
Description: What the invoice is for
Status: Pending, Paid, Overdue
Phase: Link to building phase (optional)
Budget Line Item: Associate with budget category
Project Invoice Code: Job number for tracking
Company Invoice Code: Company-level code (optional)
Notes: Additional information
Step 3: Add Line Items (Optional)
Click "Add Line Item"
Enter:
Description
Quantity
Unit price
Amount
Repeat for multiple items
Total calculates automatically
Step 4: Attach Documents
Upload PDF invoice
Or link to file URL
Helps with record keeping
Required for some workflows
Step 5: Save Invoice
Click "Create Invoice" to add it to the project.
Invoice Status
Invoices have three statuses:
Pending: Not yet paid
Default for new invoices
Shows in pending list
Tracks payment due dates
Paid: Payment received
Mark when paid
Records payment date
Moves to paid section
Overdue: Past due date
Automatically marked if past due
Highlights in red
Shows in overdue filter
Updating Status
Open invoice
Change status dropdown
If marking paid, enter payment date
Save changes
Invoice Processing
Automated Processing
BuilderHelp can process invoices from Gmail:
Gmail Integration: Connects to your email
Auto-Detection: Finds invoice emails
AI Parsing: Extracts invoice details
Review: You approve before creating
Manual Entry
Create invoice manually
Enter all details
Upload PDF if available
Link to phase and budget
Linking Invoices
To Building Phases
Select phase from dropdown
Associates invoice with work phase
Helps track phase costs
Shows in phase financial view
To Budget Line Items
Select budget category
Tracks spending by category
Compares to budget
Shows budget variance
Invoice Codes
Project Invoice Code
Same as job number
Appears on invoices
Used for accounting
Links invoices to project
Company Invoice Code
Company-level identifier
Optional classification
Useful for multi-project tracking
Set in company settings
Invoice Views
List View
All invoices in table
Shows: Number, vendor, amount, date, status
Sortable columns
Filterable by status, phase, vendor
Financial Overview
Summary of all invoices
Total pending, paid, overdue
Budget comparison
Spending trends
Processing Invoices from Email
Gmail Integration
Connect Gmail account
System scans for invoices
AI extracts details
Review and approve
Creates invoice automatically
Review Process
Check extracted details
Verify amounts
Link to phase/budget
Add missing information
Approve to create invoice
Invoice Payments
Recording Payments
Open invoice
Change status to "Paid"
Enter payment date
Add payment method (optional)
Save changes
Payment Tracking
See payment history
Track payment methods
Generate payment reports
Export for accounting
Invoice Reports
Available Reports
Invoice Summary: All invoices by status
Vendor Report: Invoices by vendor
Phase Report: Costs by building phase
Budget Report: Actual vs budget
Payment Report: Payment history
Exporting Data
Export to CSV
Export to PDF
Send to accounting software
Custom date ranges
Tips
Use Consistent Vendor Names: Easier to track and report
Link to Phases: Better cost tracking
Set Due Dates: Avoid late payments
Upload PDFs: Keep records organized
Review Regularly: Stay on top of payments
Use Invoice Codes: Better accounting integration
Common Questions
Q: Can I edit an invoice after creating?
A: Yes, open invoice and click edit. Some fields may be locked after payment.
Q: What if an invoice amount is wrong?
A: Edit the invoice and correct the amount. System will recalculate totals.
Q: How do I handle partial payments?
A: Currently, mark as paid when fully paid. For partial payments, create separate invoices or notes.
Q: Can I delete an invoice?
A: Yes, but be careful. Deleted invoices remove from reports. Consider marking as void instead.
Q: How does Gmail integration work?
A: Connect your Gmail, system scans for invoices, AI extracts details, you review and approve.