Create self billing invoices

Self billing lets you create a purchase invoice on behalf of a subcontractor, using data from an approved Subcontractor Statement. This ensures accurate billing for recorded project work, without waiting for the vendor’s invoice.

When to use it

Use this functionality when:

• The subcontractor does not submit an invoice.
• The Subcontractor Statement has a status of Approved.

Create a self billing purchase invoice

1. 🔎 Go to Subcontractor Statements
2. Select an Approved statement
3. Choose Create Purchase Invoice
4. Confirm filters and click OK

Pre-filled fields and currency logic

The purchase invoice header is auto-filled with vendor details, statement period, and document dates. The language code from the vendor card is also applied.

The invoice lines include a summary line with the billing period and detailed lines for each project ledger entry included in the statement.

If any project ledger entry uses a different currency than the invoice, the system automatically converts the amounts to the invoice currency using the current exchange rate set.

Self-billing Agreement Validation

To comply with tax regulations (e.g., in the UK), a valid self-billing agreement must exist between the customer and subcontractor before generating self-billing invoices.

Setup

• In Purchase & Payables Setup, enable Require Self Billing Agreement.
• On the Vendor Card, set the Self Billing Agrmt. End Date.

Behavior

• If the date is missing or in the past, the system prompts the user before allowing invoice creation.
• If the date is valid (in the future), the invoice is created normally.

After posting

Once the invoice is posted:

• The Subcontractor Invoice No. is recorded on all related project ledger entries.
• The Subcontractor Statement is set to Closed and becomes read-only.
• The statement can no longer be found in the Subcontractor Statements list, but is available in the Closed Subcontractor Statements list for historical reference.