To review an invoice from a sub or vendor, open the project, go to the Invoices tab, and select Sub invoices. Select an invoice to read it, mark it paid, and add it to your budget.
Available on the Scale plan. You need permission to edit Job Costing to mark an invoice paid or add it to the budget. Works on desktop and in the mobile app.
Find an invoice from a sub or vendor
Open the project and go to the Invoices tab.
Select Sub invoices, next to Client invoices.
Select an invoice to open it.
You can also open the Sub & Vendor portal page for the project, find the Sub invoices card, and select View all.
An invoice shows who it is Invoice from, the Amount, any Related work item, the Description, and the file the sub attached. Handoff does not send you a notification when a sub submits an invoice. New ones appear in the list and in Recent activity on the Sub & Vendor portal page.
What the invoice status means
Submitted: your sub sent the invoice and you have not marked it paid.
Paid: you marked it paid. Your sub sees the same status in the portal.
Mark an invoice as paid
Open the invoice.
At the top, select More options (⋮), then Mark as paid.
A banner reads "This invoice was paid on" followed by the date. Marking an invoice paid only records that you paid it. It does not send money.
On desktop, the rows in the Sub invoices list also have a menu with Mark as paid.
Add a paid invoice to your budget
Add to budget appears only after you mark the invoice paid. It goes away once expenses exist for that invoice.
Open the paid invoice.
Select Add to budget. On desktop, it is at the top right. In the mobile app, it is at the bottom of the screen.
Select Extract expenses with AI or Add expense manually.
If you choose Extract expenses with AI, confirm with Extract expenses. Handoff reads the attached file, pulls out each expense, and matches it to a budget line. The expenses wait for you on the Budget tab marked In review.
Nothing counts toward the budget until you approve them. This option is unavailable when the sub did not attach a file.
If you choose Add expense manually, the expense form opens with the invoice number, amount, description, sub, and paid date filled in. Pick the budget line and save.
The Budget items section on the invoice lists what was created. Select a row to open it on the Budget tab.