How to Enter and Manage Material Invoices

Material Invoices allow you to track formal vendor bills for materials purchased for your projects. This guide walks you through the complete process of entering, approving, and managing material invoices.

What Are Material Invoices?

Material Invoices are records of vendor bills for materials that you've purchased specifically for projects. Unlike Timesheet Materials (which track daily material consumption) or Project Expenses (which track miscellaneous costs), Material Invoices are designed to:

• Record formal vendor invoice details
• Track multiple line items per invoice
• Manage approval workflows
• Monitor payment status
• Provide accurate cost data for job costing

Accessing Material Invoices

1. Navigate to Financial in the left sidebar
2. Click Material Invoices
3. You'll see the Material Invoices dashboard with:
   • Summary cards showing totals by status
   • Filter options for project, status, vendor, and invoice number
   • List of all invoices with key details

Creating a New Material Invoice

Step 1: Open the Add Invoice Form

Click the + Add Invoice button in the top-right corner of the Material Invoices page.

Step 2: Enter Invoice Header Information

Step 3: Add Line Items

Each invoice can have multiple line items. For each item:

1. Click + Add Line Item
2. Enter the following:
   • Description: What was purchased (e.g., "2x4 Lumber 8ft")
   • Quantity: Number of units
   • Unit: Unit of measure (EA, LF, SF, etc.)
   • Unit Price: Cost per unit

The Line Total is calculated automatically (Quantity × Unit Price).

Step 4: Review and Save

• Verify all information is correct
• Review the calculated Total Amount
• Click Save Invoice

Invoice Status Workflow

Material Invoices follow a three-stage workflow:

Pending  →  Approved  →  Paid
   ↑           ↑          ↑
 Entry     Verified    Payment
 stage      stage      recorded

Status Descriptions

Approving an Invoice

1. Open the invoice by clicking on it or the view icon
2. Review all details and line items
3. Click the Approve button
4. The status changes to "Approved"

Marking as Paid

1. Open an approved invoice
2. Click Mark as Paid
3. The status changes to "Paid"
4. The invoice is now complete

Editing an Invoice

You can only edit invoices with Pending status:

1. Find the invoice in the list
2. Click the Edit icon (pencil) or open and click Edit
3. Modify header information as needed
4. Add, edit, or remove line items
5. Click Save

Note: Once an invoice is Approved or Paid, it cannot be edited to maintain audit integrity.

Deleting an Invoice

You can delete invoices with Pending status:

1. Find the invoice in the list
2. Click the Delete icon (trash)
3. Confirm the deletion

Warning: Deletion is permanent. Consider keeping invoices for audit purposes.

Filtering and Searching

Use the filter bar to find specific invoices:

• Project: Filter by a specific project
• Status: Show only Pending, Approved, or Paid invoices
• Vendor: Search by vendor name
• Invoice #: Search by invoice number

Click the X button to clear all filters.

Understanding the Summary Cards

The dashboard shows four summary cards:

Material Invoices vs. Timesheet Materials

Understanding when to use each:

How Material Invoices Affect Job Costing

Material Invoices automatically appear in:

1. Job Costing Page: Under the Materials section
2. Project Reports: As part of material costs
3. Cost Summaries: Included in total project costs

Only Approved and Paid invoices are typically included in cost reports to ensure data accuracy.

Best Practices

1. Enter Invoices Promptly: Record invoices as soon as you receive them
2. Use Consistent Vendor Names: Helps with filtering and reporting
3. Include Detailed Descriptions: Make line items clear and specific
4. Attach Original Invoices: Use the Documents feature to store copies
5. Review Before Approving: Verify quantities and prices match the actual invoice
6. Track Due Dates: Use due dates to manage cash flow
7. Regular Reconciliation: Compare invoices to vendor statements monthly

Common Questions

Can I split an invoice across multiple projects?

No, each Material Invoice is associated with one project. If materials were split between projects, create separate invoices for each project's portion.

What if I entered the wrong amount?

If the invoice is still Pending, you can edit it. If it's already Approved, contact your administrator to make corrections.

How do I handle credits or returns?

Enter a new invoice with negative quantities or amounts, or adjust future invoices to reflect the credit.

Who can approve invoices?

Users with the appropriate permissions (typically Project Managers and Administrators) can approve invoices.

Related Articles

• Understanding Cost Tracking in Site Service Pro
• Managing Project Expenses
• Entering Timesheet Materials
• Understanding Job Costing Reports