One-Time Invoices
A One-Time Invoice is a demand for payment for ad-hoc items that are not part of the Bill of Quantities. These invoices handle charges that fall outside the standard BOQ-based billing workflow and are commonly used for advances, retention recovery, and expense reimbursements.
Common Use Cases
| Scenario | Description |
|---|---|
| Advance Payments | Invoicing customers for upfront payments before work begins or at project mobilization |
| Retention Recovery | Recovering retention amounts that were deducted on previous RA Bills or invoices, typically after defect liability period |
| Expense Reimbursement | Claiming reimbursement from customers for expenses incurred on their behalf (e.g., permits, utility connections) |
Process
Step 1: Create the Invoice
- Navigate to Execute > Customer Billing
- Select the relevant Job
- Choose One-Time Invoice from the billing options
- Enter the invoice details including description, amount, and applicable taxes
- Save the invoice
Step 2: Certify the Invoice
Once the invoice is created and reviewed, submit it for certification. Upon certification, the system automatically:
- Posts the accounting entries
- Creates a Receivable Asset by debiting Sundry Debtors
- Credits the appropriate revenue or liability account
Certification of a One-Time Invoice creates a receivable entry: DR Sundry Debtors / CR Revenue or Liability Account. The specific credit account depends on the nature of the invoice (e.g., Advance Received liability for advance invoices, Revenue for reimbursement invoices).
Key Differences from RA Bills
| Aspect | RA Bill | One-Time Invoice |
|---|---|---|
| Basis | BOQ measurements | Ad-hoc items, not tied to BOQ |
| Frequency | Progressive, cumulative | Single occurrence per invoice |
| Prerequisites | Measurements, CONTRACTED BOQ | Job must exist; no BOQ requirement |
| Certification | Client may certify less | Certified in full or rejected |
Use One-Time Invoices sparingly and with clear descriptions. Since these items are not tracked against BOQ progress, ensure that each invoice has adequate supporting documentation attached for audit purposes.