Generate project invoices with the Pre-Bill report

The Pre-Bill report lets you review billable items that would be included on project invoices if you generated invoices with the options currently selected on the Generate Invoices page. This enables you to verify billable items and amounts before actually generating the invoices.

Project-related credit card transactions marked as billable and associated with a project or customer appear in project invoicing automatically.

You can do the following with the Pre-Bill report:

  • Review billable items for multiple projects at once. You can easily generate the report for all projects, or use filters such as Project Manager or Project Type to further refine the billing you want to review.
  • Create an exception report showing unapproved items or items with a blank price.
  • See relevant details for each line item, such as the type of item (timesheet entry, expense, AP/PO item), quantity, price, and total.
  • See amounts subtotaled by customer and project, and further subtotaled within a project by type of item (timesheet entry, expense, bill, purchase order, or GL transaction).
  • Export or print the report so it can be further analyzed or shared.

User access for the Pre-Bill report

How you access the Pre-Bill report depends on the type of user permissions you've been assigned.

If you do not see the Generate Invoices or Pre-Bill Report option on the Projects menu, see your administrator to add it to your application. If you use a Global Consolidation company (IGC), select an entity in your company to see the Generate Invoices menu option.

Business users

Go to Projects > All > Invoices > Generate Invoices.

Select Pre-bill Report at the top of the page.

Project managers

Go to Projects > All > Invoices > Pre-bill report.

Subscription

Projects Costing & Billing
User type

Business user with admin privileges

Construction Manager

Only Business users with admin privileges and Construction Manager user types can generate project invoices. Project managers can generate draft project invoices from the Pre-Bill report. Learn about project user types.
Permissions

Generate Invoices

  • Run: allows users to generate a Pre-Bill report

  • Edit and delete: allows the Project Manager user type to add, change, or delete only their own draft project invoices. The Business user with admin privileges and Construction Manager user types can edit invoices created by other user types.

Generate a Pre-Bill report invoice

  1. Open the Pre-Bill and select an Invoice template.
    This is a remembered field.
  2. Enter an Invoice date and GL post date.
    You can enter today's date for each, or you can enter a different date for the GL Post Date if you need to post to a previous billing period. The default for each is today's date.
    Cannot enter these dates separately? Go to Accounts Receivable > All > Setup > Configuration, and Enable override of GL posting date during entry.
  3. Review your Invoicing options and make changes as needed.
    For example, if you're a multi-currency company, you can determine the invoicing currency from the project or customer, or by manually selecting an invoicing currency.
  4. Optionally, use the Filters tab to reduce the scope of the Pre-Bill Report.
    For example, you can limit the report by project type, project manager, date range, location, department, and more.

    Because these filters also apply to Preview and Generate Invoices mode, there's a separate section for Additional filters for Pre-Bill Report.

    Additional filters for pre-bill report option descriptions
    OptionDescription

    Show only items with blank prices

    Show billable items that are missing prices, before actually generating project invoices. Selecting this option and selecting Pre-Bill Report filters the report of billable items to show only the items without a price.

    Approval Status

    Choose to show Only approved, Only unapproved, or All: approved and unapproved transactions. Unapproved transactions, such as purchase orders, expense reports, and timesheets, are transactions that have not been posted to the GL and are either in a draft, submitted, or declined state.

    The default is to show only approved transactions.

  5. Select Pre-Bill Report.