Skoppe helps construction teams manage invoices from the moment they are received until they are fully paid. Each invoice stays connected to the correct project, trade, subcontractor, budget, and scope of work. This guide explains how to enter an invoice, allocate it, request approval, record payment, and review the updated project totals.

Before entering an invoice

Confirm that the correct project, trade, and subcontractor are selected. You should also have the invoice number, amount, invoice date, due date, supporting document, and a clear understanding of what work the invoice covers. Reviewing the current budget and previously invoiced amount before entry can help identify duplicate billing or overbilling.

Enter and process an invoice

  1. Open the project budget and select the trade or subcontractor connected to the invoice.
  2. Select Enter Invoice.
  3. Confirm the trade and subcontractor shown in the invoice context.
  4. Enter the invoice number, invoice date, due date, total amount, retainage, and any internal notes.
  5. Attach the invoice document so reviewers can reference the original submission.
  6. Choose Entire Trade when the invoice applies generally to the trade, or Specific Scope Items when the billing relates to defined portions of the work.
  7. For specific scope items, select each applicable item and enter the amount being allocated to it.
  8. Check the allocation total and confirm that the full invoice amount has been assigned.
  9. Review the invoice summary, including the current budget, previously invoiced amount, this invoice, total invoiced, and remaining balance.
  10. Select Save as Draft when the invoice is incomplete or still being reviewed internally.
  11. Select Needs Approval when another project member must review the invoice before payment.
  12. Choose one or more project members and send the approval request.
  13. Select Approve Invoice when you have authority to approve it directly.
  14. After approval, open the invoice from the Invoices Ready to Pay section or the full invoice list.
  15. Select Pay and enter the payment amount, payment date, method, check number, paid-from account, attachment, and notes.
  16. Submit the payment and confirm that the invoice balance and project totals update correctly.

Invoice workflow tips

  • Use a consistent invoice number so duplicate submissions are easier to identify.
  • Add a due date to help the team prioritize approved invoices.
  • Allocate invoices to specific scope items when detailed cost tracking is important.
  • Do not approve an invoice until the allocation total matches the invoice amount.
  • Review any negative remaining budget before approving an over-budget invoice.
  • Use draft status for incomplete invoices instead of entering temporary or estimated information.
  • Send approval requests only to members responsible for reviewing that project or cost.
  • Attach backup documents such as signed tickets, receipts, lien waivers, or payment confirmations when relevant.
  • Record partial payments accurately so the remaining invoice balance stays open.
  • Use the invoice list to review pending approvals, approved balances, payment status, and next actions.
  • Review the project dashboard after each approval or payment to confirm invoiced, approved, paid, outstanding, and commission totals.

FAQ

Where do I enter a new invoice in Skoppe?

Open the project budget, select the relevant trade or subcontractor, and choose Enter Invoice.

Should I choose Entire Trade or Specific Scope Items?

Choose Entire Trade when detailed allocation is not needed. Choose Specific Scope Items when you want to show exactly which parts of the work are included in the invoice.

Can one invoice be allocated to multiple scope items?

Yes. Select each relevant scope item and enter the portion of the invoice assigned to it. The combined allocations should equal the total invoice amount.

What does a negative remaining amount mean?

It means the total invoiced amount is greater than the current budget for that trade or scope. Review the invoice and budget before approving it.

When should I save an invoice as a draft?

Use draft status when information is missing, the attachment has not been added, the allocation is incomplete, or the invoice is not ready for review.

How do I request invoice approval?

Select Needs Approval, choose the appropriate project members, and send the approval request. They will receive a secure review link.

Can an approver reject an invoice?

Yes. The invoice approval page allows the reviewer to approve or reject the invoice.

Where can I find approved invoices that still need payment?

Approved invoices with an open balance appear in the Invoices Ready to Pay section and in the full invoice list.

Can I make a partial payment?

Yes. Enter an amount lower than the remaining balance. Skoppe will keep the unpaid portion open.

What payment information can I track?

You can record the payment amount, date, method, check number, paid-from account, attachment, and payment notes.

How does an invoice affect the budget?

Entering, approving, and paying an invoice updates the related invoiced, approved, paid, balance, outstanding, and progress totals throughout the project budget.

Can Skoppe calculate GC commission from invoices?

Skoppe can calculate commission based on the configured rate and the payments received for eligible work.