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Creating and Submitting an Invoice as a Collaborator

A step-by-step walkthrough for vendors invoicing against a contract or submitting a one-off payment request.

Overview

Creating and submitting vendor invoices in INGENIOUS.BUILD is a quick and straightforward process. Whether you're invoicing against a contract or submitting a non-contracted invoice, follow the steps below to ensure a smooth submission.

Process

1. Open the Invoicing Module

  • Navigate to the Invoicing and Application Packagesmodule from the left menu.

  • Click Create Vendor Invoice to begin.

2. Select Invoice Type

  • Choose between:

    • Contracted – if you’re invoicing against an executed contract

    • Non-Contracted – for general vendor payments not tied to a contract

3. Choose the Relevant Contract

  • If you selected Contracted, you’ll see all executed contracts with your client or vendor.

  • Select the specific contract you want to invoice against.

4. Select Your Invoice Status:

  • You can either select Start From Scratch or Upload Approved or Paid Invoice.

5. Enter Invoice Details

  • Fill out the required fields in the invoice form, including:

    • Custom ID

    • Invoice Date

    • Start & End Date

    • Description (optional)
  •  Once complete, click Next.

6. Attach Vendor Invoices (Optional for GC workspaces)

  • Upload any supporting vendor invoices or documentation if available.

  • Click Next Step to continue.

7. Fill Out SoV/WBS Line Items

  • Input your Schedule of Values (SoV) or Work Breakdown Structure (WBS) line items associated with the invoice.

  •  

    Click Next Step once completed.​

In Case It Is a Multisite Project

If the project has more than one site, you'll notice a site selector appear above the SoV/WBS section when creating your invoice. This indicates that the Multisite feature is active for the project.

Here’s what to keep in mind:

  • You must select a specific site before entering any values.

  • The line items displayed will correspond to the selected site only.

  • The values you enter will apply only to that site's scope.

If you need to bill for work across multiple sites, repeat the same process for each one:

  1. Select a site from the dropdown.

  2. Enter values for that site’s WBS or SoV.

  3. Repeat for the next site.

 

Note: This applies to both Contracted and Non-Contracted Invoices. Non-contracted invoices also allow stacked site-specific input under a shared invoice.

8. Attach Lien Waivers & Supporting Documents (Optional)

  • If needed, attach any Lien Waivers or additional supporting documents.

9. Finalize and Approve

  • Click Approve.

    • If you'd like to Approve with notes or files attached you can click the dropdown arrow and select Approve With Note.

    • If you have a Financial Approval Workflow set up in project settings, these steps will follow that approval workflow prior to seeing the option to Submit to Client.

10. Client Review and Approval

  • Once submitted, the Owner will receive the invoice.

  • They will apply funding and proceed with the approval process on their end.

Your client also has the option to Reject the invoice or Request a Revision, in which case you will be notified and can easily accept the adjustment or update the required information.

And that's it! You’ve successfully submitted a vendor invoice in INGENIOUS.BUILD. For additional help or questions, feel free to contact our Support Team or visit the Help Center.