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Creating and Releasing Invoices in Buildertrend

This guide walks through the process of creating and releasing invoices in Buildertrend, which is essential for maintaining proper billing records and ensuring timely client payments.

Prerequisites​

  • Buildertrend account with appropriate access permissions
  • Completed estimate for the project
  • Knowledge of due dates per owner contract

Procedure​

  1. Access the Buildertrend Project Document

    Navigate to the project document page in Buildertrend.

    Navigate to project document

    note

    Ensure you're logged in with the correct user account that has financial permissions.

  2. Navigate to Financial Section

    Click on the "Financial" tab in the top navigation menu.

    Click Financial tab

  3. Select Estimate

    Click on the "Estimate" option from the dropdown menu.

    Select Estimate option

    The estimate details will load, showing all line items included in the project estimate.

  4. Select Estimate Items

    Check the checkbox to select all items in the estimate that should be included in the invoice.

    Select all items

    !!! tip You can also select individual items if you only want to invoice for specific parts of the estimate.

  5. Create Invoice

    Click the "Create" button in the top menu bar, then select "Invoice" from the dropdown menu.

    Click create and select Invoice

  6. Apply Percentage (Optional)

    If you want to apply an overall percentage to every line item, click the "Apply" button. Otherwise, you can manually edit individual line items.

    Apply percentage if needed

    !!! info "Percentage vs. Dollar Amount" You can apply either a percentage or a specific dollar amount to each line item based on your billing requirements.

  7. Generate Invoice

    After reviewing the line items and amounts, click "Create Invoice" at the bottom of the screen.

    Click Create Invoice

  8. Add Invoice Title

    Enter a descriptive title for the invoice in the "Title" field.

    Enter invoice title

    Title Formatting

    Use clear, consistent naming conventions for invoices to make them easily identifiable. For example: "Project Name - Progress Payment #1"

  9. Set Due Date

    Enter the invoice due date according to the terms specified in the owner contract.

    Set due date

    Contract Compliance

    Always verify the payment terms in the owner contract to ensure the due date is set correctly.

  10. Save and Release Invoice

    Click the "Save & Release" button to complete the invoice creation and make it available to the client.

    Click Save & Release

  11. Confirm Release

    In the confirmation dialog, click "Release" to finalize the invoice.

    Confirm release

  12. Access Additional Options

    Click the "More" button to access additional options for the invoice.

    Click More button

  13. Save as PDF and Distribute

    Click "Print" to save the invoice as a PDF. This allows you to both maintain a record in Buildertrend and email the PDF to the client for their records.

    Click Print to save as PDF

    Best Practice

    Always release the invoice through Buildertrend's system AND email the PDF to the client to ensure they receive proper notification.

Process Diagram​

Checklist​

Use this checklist to ensure you've completed all required steps:

  • Accessed the correct project in Buildertrend
  • Navigated to the Financial section and Estimate
  • Selected appropriate line items for the invoice
  • Applied correct percentages or amounts to line items
  • Added descriptive invoice title
  • Set accurate due date according to contract terms
  • Saved and released the invoice
  • Confirmed release in the dialog
  • Saved invoice as PDF
  • Distributed invoice to client
Invoice Tracking

After releasing the invoice, track its status in Buildertrend to monitor when payment is received.