Billing

What it is#

Billing (at /billing) is the monthly run. It opens to a list: every project with unbilled work, an amount earned but not yet billed, a billing-schedule amount due, or an open draft, with the state each one is in. A row is one click into that project's billing sheet, which is where the work happens.

The sheet keeps the whole project in view: the parent row is pinned at the top and every phase sits under it in CORE's structure order, with the fee, what is billed to date, what is unbilled, the project manager's percent complete, and an amount for this invoice. The invoice reads on the right as it will print.

Project managers reach the same sheet from a project's Invoicing tab in the Project Center. Principals, CFOs and firm admins hold the Billing destination on the rail.

An amount per phase#

• Every phase has its own field. Beside it sits one suggestion: Earned (the PM's percent complete × fee, less what is billed), WIP (approved unbilled work at bill rates) or Schedule (what the project's billing schedule says is due). The caret shows the other two. A suggestion never proposes more than the phase's remaining fee; what you type can, and the sheet flags it.
• Fill · Earned / WIP / Schedule at the top fills every fixed-fee phase at once. Clear empties them.
• An hourly phase (CORE contract type Hourly or Hourly not-to-exceed) does not take a typed amount: its amount is the included entries at client hours × rate. Typing a different figure writes those entries' client hours up or down proportionally in CORE, after you confirm.
• A phase with no time this period still takes an amount, for a mobilization or milestone bill. It becomes a line on the invoice with nothing attached, and the Note column says so.

The entries behind a phase#

Click an unbilled figure and the entries open under that phase: person, date, activity, hours, client hours, value, memo and status. Untick an entry to hold it for next month; held entries stay in WIP. Client hours edit in place; actual hours never change here.

Only approved entries can attach. Submitted or unsubmitted ones are listed but excluded, with a link to Approvals. Included entries attach when the draft is saved and read as billed in CORE from then on; deleting the draft releases them.

Draft, review, finalize#

• Save draft in CORE creates a draft manual invoice in CORE (CORE assigns the number) and attaches the included entries. Nothing reaches the client.
• Route to the PM for review puts the draft in the project manager's Approvals panel, where they approve it or send it back with a note. Both land as a note on the invoice in CORE. You can take it back.
• Finalize (principal, CFO, firm admin) makes it a final invoice in CORE with its balance. It is not sent: send it from CORE so the client keeps the ePayment button. Return to draft is available until a payment is applied.
• Delete draft removes it from CORE and returns every attached entry to unbilled.
• A draft CORE holds that was not made here shows on the sheet; Manage it from here adopts it so it can be finalized or deleted from the sheet.

What stays in CORE#

Sending, posting to accounting and voiding have no API in CORE, so the sheet links out for them. Every invoice COREboards writes sits on the project (not a phase) in CORE; the per-phase split is COREboards' own record and is what the sheet's Billed to date column adds to CORE's figures.