Create an invoice

Create a project invoice, review its details, and export it to Xero or QuickBooks.

This guide explains how to create an invoice for a project. For the stages an invoice moves through, see the invoice life cycle.

The invoices for a project are listed like this:

Create a new invoice

To create an invoice:

1. Go to the project by selecting Manage > Projects and choosing the project.

2. In the left sidebar, click Invoices.

3. Click + New Invoice.

4. Specify the From and To dates, then click Save.

5. Review the invoice details.

   

   On this page you can do the following:

   • Change the billed and invoiced hours.

     Tip: For the differences between the hour types, see hour types. Use the Fill Hours function to align all invoiced hours to a resource’s actual hours.

   • Change the time period for the invoice. Use the calendar view to see the start and end date for the invoice.

   • Export hours. Once the hours are saved, export them to Excel to use in your own invoice template.

   • Upload the invoice document. After exporting the spreadsheet and creating the invoice, import the invoice artifact to keep it for reference later in the project. Documents can be up to 20 MB.

   • Add expenses to the invoice by clicking Add. The expenses linked to the invoice appear beneath the hours in a section labelled Added Expenses.

     Note: For more on how expenses are pulled into invoices, see invoice calculation.

6. Once the details are confirmed, click Export in the top-right corner. Select Timesheet Report to download the data for your own invoice template, or Expense Reports Summary to export all expenses included in the invoice.

7. After sending the invoice to the client, click Sent to update the invoice status in Consult.

8. When the invoice is paid, click Paid.

If changes are needed, click Retract to edit the invoice.

Export an invoice to Xero

To export an invoice to Xero:

1. From the invoice view, go to Export > Export to Xero.

   Note: If this option is not available, contact the administrator to connect to Xero.

2. In the Export to Xero modal, review the information used to create the invoice in Xero. Any changes can be made on the modal itself or in the project settings.

3. Click Send to Xero.

Once the invoice is created, a button is added to the invoice page that opens it directly in Xero:

Note: On the exported invoice, the Item and Project columns may appear blank if the corresponding items do not exist in the Xero account. To display these fields on exported invoices, add the items to the Xero account using matching item codes.

Export an invoice to QuickBooks

To export an invoice to QuickBooks:

1. From the invoice view, go to Export > Export to QuickBooks.

   Note: If this option is not available, contact the administrator to connect to QuickBooks.

2. In the Export to QuickBooks modal, review the information used to create the invoice in QuickBooks. Any changes can be made on the modal itself or in the project settings.

3. Click Send to QuickBooks.

Once the invoice is created, a button is added to the invoice page that opens it directly in QuickBooks: