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Select cost to prefill on a main contract payment application

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Background

This release introduces the second phase of three improvements to the Owner Invoice prefill process. Previously, costs were automatically prefilled based on rigid date parameters, which often required manual cleanup. Now, you have the flexibility to review and hand-select specific costs across different billing periods before they are added to an invoice. You can also split Subcontractor Invoices and Direct Costs by line item or mark specific costs as non-billable to ensure your owner invoices accurately reflect project costs.

Things to Consider

  • You can still automate your invoices to skip the manual review.

  • Marking a cost as Non-Billable filters it from the review view and prevents it from appearing in future billing periods.

Prerequisites

Required User Permissions:

  • 'Standard' or 'Admin' level permissions on the project's Owner Invoices tool.

  • Additional Information:

    • The Owner Invoices tool must be enabled on the project.

Steps

  1. Navigate to the project's Main Contract Payment Applications tool.

  2. Click Create to start a new payment application.

  3. In the Create Owner Payment application modal, choose one of the following:

    • To use the manual selection process, click Create & Review Prefill.

    • To use the legacy date-based process, click Create.

  4. On the Review Pre-Fill Costs screen, locate the list of available cost items including Subcontractor Payment applications and Direct Costs.

  5. Review the line items and perform any of the following actions:

    • Select for Prefill: Uncheck the costs you want to exclude from this invoice.

    • Split Costs: Expand the cost item to split a single costs line item across multiple payment applications.

    • Mark as Non-Billable: Change the status of the costs as Non-Billable to exclude the cost from being included in owner charges. These items will be hidden from future payment applications.

  6. Click Prefill Payment application.

See Also