Skip to main content

Project-Level Invoices

Bill a commercial project on a single invoice that aggregates multiple jobs, applies a project purchase order, and uses the project's billing terms for the due date.

Written by Michelle Carone

Overview

A project-level invoice bills a commercial customer for one or more jobs on a single document tied to the project, rather than billing each job individually from the opportunity. The invoice lives on the project's Invoices & Payments tab and aggregates the jobs you select, so the customer receives one combined invoice instead of separate per-job invoices.

This is different from the job-based invoice flow, which generates an invoice from a single opportunity and is sent from that opportunity's accounting page. With project-level invoicing, you choose which jobs to group together, the totals roll up automatically, and any project purchase order you've added is applied to the invoice.

šŸ’” SmartTip: Once a job is included on a project-level invoice, it is locked from being added to another project invoice and the job-level Send Invoice action is blocked. This keeps a job from being billed twice across the two flows.

Before You Start

  • Available to companies with Smart Pro.

  • You must be a SmartMoving admin to create, edit, send, or delete project-level invoices.

  • The project must have at least one job that has not already been invoiced. If every job has been invoiced, Create Invoice is disabled.

  • An invoice template must be configured in the Document Library and set to apply to Project documents. Without a template, you can still create the invoice record, but Preview and Send Invoice are disabled.

  • To send by email, the invoice email template must be enabled in your SmartMoving settings.

  • Billing terms set on the project (or inherited from the account) determine the default due date on new invoices. Configure these on the project's General Settings tab.

How to Create a Project-Level Invoice

  1. Open the account and select the project you want to invoice.

  2. Click the Invoices & Payments tab on the project details page.

  3. Click Create Invoice in the top right.

  4. In the Create Invoice dialog, check the box next to each job you want to include on this invoice. Jobs that already appear on another project invoice are hidden from the list.

  5. Review the Total Jobs and Invoice Total in the summary row. The total is the sum of the selected job amounts.

  6. Set the Purchase Order Number:

    • If the project has one purchase order, the PO number prefills automatically.

    • If the project has multiple purchase orders, select one from the dropdown.

    • If the project has no purchase orders, type a PO number into the field, or leave it blank.

  7. Confirm the Due Date. The date prefills based on the project's billing terms (Due immediately or Net X days). Adjust if needed.

  8. Click Create Invoice.

The invoice appears in the list on the Invoices & Payments tab with a status of Unpaid.

Note: The customer is not notified when an invoice is created. You must explicitly send the invoice for the customer to receive it.

What Goes on the Invoice

A project-level invoice pulls together information from the jobs you selected, the project, and the account:

  • Line items. Each selected job appears as a line on the invoice with the job number, service type, service date, and the job's display total. The invoice total is the sum of those job totals.

  • Project identifiers. The project name and project number print above the invoice title so the customer can match the invoice to the right project.

  • Purchase Order number. If you selected or entered a PO, it appears on the invoice.

  • Due date. Determined by the value you set in the Create Invoice dialog. The default comes from the project's billing terms.

  • Billing details. The account's billing contact and address are pulled from the account record.

Project-level invoices use a separate template from job-based invoices. The template is managed in the Document Library and must be configured with Applies To set to Project. You can narrow which projects a template applies to by job type, pricing type, and branch.

šŸ’” SmartTip: Project-level invoice templates do not use opportunity types, binding, or rates as filters, because those settings are not meaningful at the project level. Configure those filters on job-based invoice templates if you need that level of control.

Credit Card Fees on Project Invoices

Where a credit card fee applies, the amount shown on the invoice is inclusive of credit card fee taxes. The fee percentage comes from your branch settings, so branches can charge different fees.

Debit card payments carry no credit card fee.

How Customers See Project Invoices

Contacts with Customer Portal Access can review and pay project invoices themselves from the Commercial Customer Portal, without waiting for you to send each one.

In the portal, each invoice row carries a Pay action, and the contact's account statement shows every invoice, payment, refund, and retracted payment with a running balance.

Note: A contact can only see invoices on the account they are assigned to. Turn on Customer Portal Access on the contact and send them a portal invitation before they can sign in.

Editing or Voiding a Project-Level Invoice

To edit an invoice:

  1. On the Invoices & Payments tab, click the three-dot menu next to the invoice row.

  2. Choose Edit.

  3. Add or remove jobs, change the PO number, or update the due date.

  4. Click Save.

Editing an invoice keeps the existing record and updates the totals. Jobs you remove become available for a new invoice; jobs you add are locked to this invoice.

To void an invoice:

  1. Click the three-dot menu next to the invoice row.

  2. Choose Delete.

  3. Confirm the action.

Note: Deleting an invoice is permanent and cannot be undone. Once deleted, the jobs on that invoice are released and can be added to a new invoice.

How Payments Apply to Project Invoices

Payments on a commercial project are recorded at the project level, not on a single invoice, and then applied across one or more invoices.

  1. On the Invoices & Payments tab, click Add Payment.

  2. Enter the payment details (amount, payment type, date, reference number) and save.

  3. The payment appears in the same list as invoices, with its own row.

  4. To apply the payment to invoices, click the payment description or use the three-dot menu and choose Apply to Invoices.

  5. In the Apply Payment slideout, enter the amount to apply to each unpaid invoice. The balance updates as you apply.

  6. Save the slideout to commit the application.

A payment can be split across multiple invoices, and an invoice can receive payment from multiple payments until its balance reaches zero. Once an invoice is fully paid, its status updates to Paid.

šŸ’” SmartTip: Refunds and failed-check handling are available from the three-dot menu on a payment row. Refunds reduce the applied amount on the invoices the payment was applied to.

Related Articles
Did this answer your question?