BuildBook Invoicing allows you to quickly create professional invoices to send out to your clients letting them know you're ready to collect payment.
How to access Invoicing
Invoicing will replace the "Payments" section within your Project Budget. There will be two ways to access invoices on a Project.
1. Newly created Projects
Create a new project from scratch, by using another project as a template or using a template from the Templates tab. Once you create the new project, you'll see a new "Invoicing" tab in the Financials section in place of what was previously "Payments."
2. Old or existing Projects
In order to add Invoicing to your active projects, you first must remove all Payment data from the Payments section within a project's Financials tab.
⚠️ If you choose to delete payment data from your project, you will be permanently deleting all payments associated with that project and you WILL NOT be able to migrate current payment data into Invoicing.
We suggest taking a quick screenshot of the Payments tab to ensure you're not losing information and you can even print out that tab using the Print Budget option in the Project's Financials.
Once your payment data is removed, your "Payments" section within a Project's Financials tab will be updated and renamed to "Invoices."
3. Global Invoicing Page
Pro Team Admins can view all invoices across all projects in the new global invoices page. As an admin, you can view the invoice metrics and create new invoices from this page. Read more about how to use the global invoices page at this link.
Invoice Metrics
As you start adding invoices, BuildBook gives you a high-level view of where you stand with your financials based on the invoice Status.
Budgeted - The current project Budget total
Invoiced - The total of all Open, Overdue, and Paid invoices
Outstanding - The total sum of money owed at the present time based on invoices with Open Status, and by extension Overdue
Overdue - The total of all invoices past their due date not marked as Paid
Paid - Total of all paid invoices
Remaining - Remaining project budget that has not been invoiced
Overdue Invoices send you a notification once they're overdue:
Invoice Settings
In invoice settings you can control how you would like your Due Date to be set and initial payment terms on new invoices.
Payment Terms
When you create a new invoice, the Due Date will automatically be set based on your Invoice Settings.
The following due date terms are available:
Upon receipt (sets the due date to today's date)
7 days (sets the due date to 7 days from today's date)
15 days (sets the due date to 15 days from today's date)
30 days (sets the due date to 30 days from today's date)
45 days (sets the due date to 45 days from today's date)
60 days (sets the due date to 60 days from today's date)
90 days (sets the due date to 90 days from today's date)
Payment Terms
Here you can specify default payment terms that you would like to use for new invoices.
When you create a new invoice, the Payment Terms will automatically be set based on your Invoice Setting. Once applied, you can edit the payment terms on the individual invoice.
Add Attachments
To add a file attachment to an invoice, click Add Attachments to open the file picker. You can select one or more files from the picker to attach.
Once attached you can click the attached file to preview it. You can also click the ellipsis menu in the upper right of each file to preview or delete the file.
When you share the invoice via email or public URL, the files can dowloaded by clicking on the file attachment.
Delete an Invoice
To delete an invoice, click the invoice number to open it. Then click the ellipsis menu in the upper right and select Delete Invoice.
Permissions
Invoices can be accessed by your Pro Team or Collaborators who have Everything access to Financials in the project permissions. This includes the ability to create, edit and share Invoices on your behalf.
Clients can also see Financials and Invoices if they have access in their permissions but they don't have the ability to create, edit or share them.
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