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Invoicing FAQ

A step-by-step guide to creating, editing, and sending invoices in Ressio and answering commonly asked questions. 

Creating Invoices

How do I create an invoice?

You can create an invoice from the Invoices page or the Budget page inside any project.

  1. Go to the Invoices page or Budget page.
  2. Select + New Invoice in the top right corner.
  3. Choose your invoice type: By Amount, From Changes, By Percentage, or From Actuals.
  4. Fill in the invoice details, then select Save.
  5. When ready to send to your client, select Release.
Not sure which invoice type to use? See the guide below.

What is the difference between invoice types?

Ressio gives you four ways to create an invoice depending on how your project is set up. Availability depends on project type (By Percentage for fixed-price, From Actuals for cost-plus with cost-code budget).
  • By Amount - creates a manual invoice where you enter the amount directly. Use this for deposits, draw schedules, or any invoice not tied to budget line items.
  • From Changes - pulls in approved change orders so you can bill the client for modifications to the original contract.
  • By Percentage - lets you enter a percent complete for each cost item. Ressio calculates the invoice amount. This is for fixed price projects.
  • From Actuals - pulls in real costs from your budget. This is for cost-plus or open book projects with a cost code budget structure.

Can I add a deposit or other fee to an invoice that was created from actuals or changes?

Yes. When building any invoice, select Add Additional Items to include line items like deposits, project management fees, or one-off charges. These appear as a separate section on the invoice.

Can I add multiple billing types to one invoice?

Yes. You can combine progress billing, change orders, and additional items into a single invoice regardless of whether the project is fixed price or cost-plus. Each type appears as its own section on the invoice. You can combine different sections on one invoice (progress, changes, additional items).
 

Editing Invoices

How do I add a line item to an invoice?

Open the invoice in draft or open status. Use the document editor on the right side of the screen to add or adjust items. You can also edit directly on the invoice document.

Once an invoice is in Pending or Paid status, sections and line items are locked and cannot be edited.

How do I add markup to an invoice?

When creating or editing an invoice, you can adjust markup on individual cost items in the edit pop-up. Open the item, update the markup amount, and save.

How do I add tax to an invoice?

When adding items to your invoice, each line has a tax toggle. Check the tax toggle on or off per item. Tax can be toggled per line item; if tax isn’t appearing, verify your project/estimate tax setup. If tax is not appearing, confirm that a tax rate has been added to the estimate and that the tax toggle is turned on for the invoice item.

How do I show a percentage invoiced on an invoice?

When creating an invoice using the By Percentage method, you enter the percent complete for each cost item. Ressio calculates the invoice amount based on that percentage. This option is available for fixed price projects only.

Can I edit the invoice number, title, or terms?

Yes. Before releasing, you can update the invoice number, title, description, terms and conditions, and attached files directly on the invoice.

Releasing and Sending Invoices

How do I send an invoice to my client?

Once the invoice looks correct, select Release in the top right corner. Your client will receive a notification and can view the invoice in their portal under Budget, then Invoices.

There is a checkbox on the release screen to notify the customer. It is checked by default. Uncheck it if you do not want to send a notification at that time.

Can I release an invoice without notifying my client?

Yes. When you select Release, uncheck the "Notify customer" box before confirming. The invoice will be released to the portal but the client will not receive an email notification.

Still have questions? Contact our support team at support@ressiosoftware.com. We're here to help!