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Manage project billing and financials

Last updated July 23, 2026

The financial sections of a project show how the planned scope connects to customer billing and project costs. Use them to review estimates, invoices, purchase orders, and progress billing without searching for each record separately.

Before you begin​

Open an existing project. For phase-based billing, set up the project contract and phases first. Your role also needs access to the financial record you want to open.

Open and review the project financial picture​

Go to Projects → select a project → Dashboard.

  1. Review the contract amount, invoiced amount, payments, cost, and remaining balance shown on the dashboard.
  2. Note any incomplete or overdue customer documents.
  3. Open Estimates to review proposed work connected to the project.
  4. Open Invoices to review billing status and balances.
  5. Open Purchase Orders to review commitments and received materials.
  6. Return to Dashboard to confirm the financial summary reflects the expected records.

Use the dashboard for orientation, then open the matching section to work with an individual record.

Work with project estimates and invoices​

  1. Open Estimates or Invoices in the project navigation.
  2. Review the number, status, total, balance, and customer details.
  3. Click a record to open its full workspace.
  4. Complete estimate work in the estimate workspace or billing work in the invoice workspace.
  5. Return to the project to confirm the updated status appears.

When creating a new record from the project, confirm the customer, location, project, and job relationships before saving. A document attached to the wrong project can make both project and reporting totals misleading.

Set up progress billing​

Progress billing is useful when the customer should be invoiced as a long project advances.

  1. Open Progress Billing.
  2. Click the setup action.
  3. Choose the contract or accepted estimate that defines the billable amount.
  4. Review the original contract amount and any approved changes.
  5. Confirm the remaining contract amount.
  6. Save the setup.

Create a billing application​

  1. From Progress Billing, click New Application.
  2. Enter the application period and customer-facing description.
  3. For each phase or line, enter the current completion or amount.
  4. Review work completed previously, current work, stored materials when used, and the remaining balance.
  5. Review retention or other project billing terms when available.
  6. Save the application as a draft.
  7. Review the totals and supporting information.
  8. Issue the application when it is ready for the customer.
  9. Use Download PDF when a copy is needed.

Review prior, current, and remaining values before issuing a progress billing application.

Review project purchase orders​

  1. Open Purchase Orders.
  2. Check the vendor, status, total, and project relationship.
  3. Click a purchase order to open it.
  4. Confirm its items belong to this project and the correct phase when phase selection is available.
  5. Record receipts through the purchase order receiving workflow.

What happens next​

Project financial sections update as connected estimates, invoices, payments, purchase orders, and billing applications change. Billing staff can continue with sending an invoice, while managers can use Reporting to review results across projects.

Troubleshooting​

A project total does not match an invoice​

Open Invoices and confirm the expected invoice is attached to this project. Then check credits, refunds, deposits, tax, and payments in the invoice workspace. Refresh the project after the invoice is corrected.

Progress Billing is unavailable​

Confirm the project has an eligible contract or accepted estimate and that progress billing is available for your company. If the section is visible but setup cannot continue, complete the contract amount and required project details first.

A purchase order is missing​

Open the purchase order and verify its project relationship. Also clear project section filters and refresh the page.