Monitor Invoice Status

CMap makes it easy for you to monitor the status of an Invoice to help you keep on top of billing and track whether an invoice has been paid or whether they are outstanding and overdue. This article outlines our recommended approach for monitoring the status of Invoices in CMap.

In this article, we’ll look at:

  • Invoice Report
  • Invoicing Calendar

Invoice Report

This report shows a breakdown of invoicing and can be filtered in numerous ways, i.e., by Project Manager or Office. It can be used to move invoices along to the next stage, i.e., approve or mark as paid.

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1. From your Dashboard, head to Reports tab and find the Invoice Report.

Status

Description

Scheduled

Indicates an invoice that has been scheduled to be billed in-month but is currently awaiting approval to be billed to the client by the project manager.

Approved

indicates an invoice that has been approved to be billed to the client by the project manager but has not yet been created by finance

Invoiced

indicates an invoice that has been created by finance and billed to the client but is awaiting payment

Paid 

indicates an invoice which has been paid by the client.

You will see a list of all invoices that have been scheduled to be billed in-month, and their status. 

Invoicing Calendar

The calendar is an effective way of monitoring all invoices across your portfolio to see those that have been scheduled this month and need to be approved. This will help your Project Managers to maintain the habit of approving invoices in a timely manner, or re-scheduling the invoices to a future month that can’t be raised yet.

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1. From your Dashboard, head to Reports tab and find the Invoicing Calendar.

2. You will see a list of all invoices that have been scheduled across your financial year.

Color

Description

Blue

Scheduled invoices that have yet to be approved & created.

Black

Invoices that have been approved.

Grey

Invoices that have been billed to the client.

Green

Invoices that have been paid.

You don’t want to see any Grey invoices in historic months, as this will mean they are Overdue and giving you an inaccurate monthly total.

Hopefully you now know how to review the Invoice Report and Invoicing Calendar to identify any invoices that are awaiting approval to enable escalation and for the appropriate follow-up action to be taken.

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