Generate and Edit T&M Invoices

Overview

Time and materials (T&M) invoices let you bill your customer based on the actual time and materials your crew uses on a job. Use this article to generate a T&M invoice, review the line item details, and make any needed adjustments before you deliver it to your customer. Watch the video below or keep reading to learn more.

Video

Things to know

T&M invoices are the only invoice type where you should adjust revenue directly on the invoice after the work ticket is complete. For all other invoice types, handle changes through change orders.
There are two types of T&M invoicing:
- Contract T&M — Services are available to invoice as each work ticket is completed.
- T&M on completion — The invoice is available only after all tickets on the opportunity are complete.
Changes to a pending T&M invoice update the overall price only. They don't update costs on the work ticket and don't affect job costing.
If a team member applied a T&M override during the work ticket approval process, the invoice total won't update automatically when you adjust quantities or rates. You'll need to update the total manually.

Requirements

You need the following permissions to generate and edit T&M invoices. If you don't have these permissions, contact your administrator.

To access to the Invoicing Assistant, Invoice Batches, and Invoices tabs in the Invoicing module, you need View Invoice added to your user role.
To access Bulk Actions in the Invoicing Assistant to generate invoices, you need Create Invoice added to your user role. This permission must be explicitly added, even for System and Branch Administrators.
To modify values on a pending invoice and complete batches, you need Edit Invoice added to your user role.

For more information on permissions, visit Defining Role Permissions in Aspire.

Steps

Generate a T&M invoice

In the left side menu, select the Invoicing module icon to open the Invoicing Assistant.
1. (Optional) Use the Invoice Types quick filter to view items available to invoice for T&M on Completion or Contract T&M, depending on your invoice type.
Select the checkbox next to the line item you want to invoice.
Select Bulk Actions > Generate Invoice.
In the confirmation box, verify the invoice date and select Save.

The invoice is now in Pending status and ready for review.

Invoice assistant interface showing properties, statuses, and invoice date settings.

Review and edit the invoice

While in Draft status, you can review and adjust the details before completing the batch.

Select the batch to open the detail view.
1. To adjust a line item, update the Quantity, Description, or Unit Price fields as needed.
Note:
Your Quantities reflect what your crew allocated to the work ticket, and unit prices come from your opportunity setup.
To remove an item added in error (for example, an inventory item that was allocated by mistake and wasn't used on the job), select the trash can icon next to the item.
To add a missing item (for example, fertilizer that wasn't allocated during the job), select the plus icon to add a new line item.
- Enter the quantity.
- Select the item type from the menu.
- Enter a description of the item.
- Enter the unit price.
Select Save.

Note:
If the total doesn't update after you adjust quantities or rates, a T&M override was applied during ticket approval. Update the total manually to match the line items.

Invoice details including billing information, itemized services, and total amount due with editable fields for the T&M service.

Complete the batch

After you've reviewed all invoices in the batch, complete the batch to deliver the invoices to your customer.

From the pending batch view, confirm that all invoices are accurate.
Select Complete to finish the batch and deliver the invoices.

What happens next

After you complete the batch, your invoices are delivered to your customer. Revenue changes you made on T&M invoices reflect in reports such as Profit and Loss and end of month (EOM) reports.