Invoicing a Time & Materials Job

Overview

Job Book provides a fast and effective way to generate invoices for Time & Material jobs, using the data recorded in DWRs for the job. The invoicing process is illustrated as follows:

Invoice Creation

Click DWR Invoice Backlog in the Workflow card on the dashboard. The DWR Invoice Backlog shows every approved DWR for a Time & Materials job that has not yet been invoiced and acts as the final review before work is billed.

Use the blue arrow to expand a DWR and review line-item details (cost items, hours, quantities, descriptions) without leaving the backlog. The backlog toolbar includes the same controls you use in the approval queues:

• Invoice Selected DWRs activates after you check one or more rows.
• Expand All / Collapse All quickly open or close every DWR.
• Grouping bar lets you drag headers to group by client, job, project manager, or other fields for batch processing. You can also sort or filter columns just like the DWR Approval Backlog—for example, filter by project manager or job to invoice one client at a time.

Select the DWRs to invoice and click Invoice Selected DWRs. A confirmation dialog lists how many DWRs will be converted. Click OK and Job Book generates an invoice per job (if you select DWRs for multiple jobs, each job becomes its own invoice). A green popup confirms the invoice number and includes a shortcut to open the draft immediately.

If an invoice was generated in error, delete it from the Invoices list—the associated DWRs automatically return to the DWR Invoice Backlog so you can review them again.

Billing cadence tips

• Schedule a weekly billing block so the backlog never goes stale and clients receive invoices promptly.
• Group or filter by client during month-end to send cohesive invoice packages.
• Refresh the backlog after each billing session to confirm only DWRs with a follow-up plan remain.

PM Queue

After an invoice has been created, a Project Manager will review and sign-off on the invoice. Select Explore in the Invoices card on the dashboard to open Invoice Management. The tabs across the top show each stage of the lifecycle (PM Queue, Ticket Queue, Admin Queue, Processed, Paid, My Forms, and All).

Invoices in the PM Queue need a Representative Signature. Click an invoice to review it. A blue banner reminds you that a signature is required before the document can move forward.

Click Edit.

Scroll down to the Representative Signature field, add a signature, then save the invoice.

While editing, review each tab in the Invoice Details section:

• Labour Costs pulls in labour from the DWRs; adjust quantities or rates if needed (changes here do not affect payroll).
• Equipment & Materials behaves the same way—edit existing rows or add new line items if something was missed.
• Fixed Price is typically unused for T&M invoices but is available if you need to add a fixed charge.
• Unpriced lets you add explanatory text.
• Job Details provides quick reference to the job setup.
• Attachments stores internal documents for admin use. If expenses exist for the job, they appear below the invoice header. Add the relevant expenses, then check their boxes so they are marked Processed when the invoice is saved.

After signing-off on the invoice, if the invoice type is Ticket/Invoice, there is one additional process. The invoices will be sent to the Ticket Queue and will require client approval. If the invoice type is Invoice, then the invoices will be sent to the Admin Queue for administrators to process the invoice as appropriate and check the Processed checkbox to complete the invoice.

Ticket Queue

Click Explore in the Invoices card on the dashboard. Select Ticket Queue to view tickets that require customer approval.

To move tickets out of the Ticket Queue and convert them to Invoices, edit the ticket and check the Client Approved Ticket checkbox.

Admin Queue

Invoices in the Admin Queue require an administrator to check the Processed checkbox.

Once your billing process is complete—whether you emailed a PDF or exported to accounting—edit the invoice, check Processed, and optionally record the accounting reference number. If you need to revisit the invoice, uncheck Processed to send it back to the Admin Queue.

Processed Queue

The Processed Queue shows invoices that have been processed but not yet paid. After payment, edit the invoice and check the Paid checkbox to complete the invoice.

Best Practices

• Administrators should monitor the DWR Invoice Backlog regularly so approved DWRs become draft invoices without delay.
• Project Managers should clear the PM Queue frequently so invoices keep moving toward processing.
• Schedule a weekly invoice review to catch missing signatures, unprocessed expenses, or stalled tickets.
• After each billing session, refresh the DWR Invoice Backlog and Invoice queues to confirm everything has a next step.