Process Invoices and Change Orders in Sage 300 CRE
Learn how to create quick bill invoices, process contract-based invoices, and manage change requests and change orders in Sage 300 Construction and Real Estate.
By Chloe
This guide demonstrates how to process various types of invoices and manage contract modifications in Sage 300 Construction and Real Estate. By following these steps, you will be able to accurately generate quick bills, update contract-based invoices, and seamlessly convert change requests into approved change orders for billing.
This process applies to project managers, billing clerks, and accounting staff working in the construction industry. It should be used during the regular billing cycle or whenever project scope changes necessitate formal contract modifications.
Generate Quick Bill Invoices
Quick Bill Invoices are best suited for simple time and material charges, equipment rentals, or miscellaneous items that do not require complex contract tracking.
Process Quick Bill Invoices
1
Open the Billing module and Navigate to Tasks in the top toolbar.
2
If you are billing a quick bill, select Quick Bill Invoices... from the dropdown menu.
When jobs are first set up in Sage, we assign the invoicing method as a quick bill or a contract-based invoice. To check how the job is set up, go to Job Cost> Setup> Jobs>enter the job number and navigate to the Billing tab.
When jobs are first set up in Sage, we assign the invoicing method as a quick bill or a contract-based invoice. To check how the job is set up, go to Job Cost> Setup> Jobs>enter the job number and navigate to the Billing tab.
3
The Quickbill billing window will open. To create a new invoice, click the asterisk in the top right corner.
Select the General Contractor we are billing from the dropdown Contractor list.
Select the General Contractor we are billing from the dropdown Contractor list.
4
Use the Tab key to cycle through the fields:
Enter the job number. Generally the invoice form is Unite-based, unless you are billing retainage from previous invoices.
The invoice form, Invoice number, Draw number, Invoice date, Due date, Billing address, and Job address will autofill based on the Contractor and job number.
Enter the job number. Generally the invoice form is Unite-based, unless you are billing retainage from previous invoices.
The invoice form, Invoice number, Draw number, Invoice date, Due date, Billing address, and Job address will autofill based on the Contractor and job number.
5
Tab into the first Item line. The Standard Item is always 1001 Time & Material.
6
The description will autofill with Time & Material, this can stay or be changed to describe the work being billed.
7
Input the amount being billed in the Amount field.
8
To edit the retainage, click the button with three dots at the right end of the line item.
If there is NO retainage (most common), uncheck the Hold Retainage box.
If there is retainage you can enter the percent being retained, or the amount.
If there is NO retainage (most common), uncheck the Hold Retainage box.
If there is retainage you can enter the percent being retained, or the amount.
9
Once everyhting is entered, click Print Invoices from the right-hand sidebar to finalize the entry.
10
The invoice number autogenerates and should be left as is.
Click Start to print the invoice.
Click Start to print the invoice.
Process Contract-Based Invoices
11
From the Tasks menu, select Contract - Based Invoices...
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Find the job you're looking to bill from Select Contract window. Double-click the desired contract to open its detailed billing grid.
13
The Contract-based Invoice window will open. Using the marked-up invoice from the PM, enter the Amount to Bill This Period for each line. If the PM provides a percentage on the mark-up, you can change the amount in the Percent Billed column to match, instead of typing in the exact Amount to Bill.
14
Retainage is set at a specific percentage when the job is setup. Check that the retainage on all lines is calculating properly before sending the bill.
15
In the bottom right corner, change the Period to: date. The date should be the last day of the billing month. E.X. For a June invoice, the Period to: is 06/30/2026. Use can also use the calendar pop-up to select the period end date.
The status will update automatically once the invoice is printed.
The status will update automatically once the invoice is printed.
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Click Print then select Final print from the dropdown menu.
17
The Invoice # autogenerates and should be left as is.
Change the Draw # to the correct application number. E.X. if the last bill was App#00013, change the current bill's draw number to App#00014.
Click Start to print the invoice.
Change the Draw # to the correct application number. E.X. if the last bill was App#00013, change the current bill's draw number to App#00014.
Click Start to print the invoice.
18
The printed invoice must be signed and noatrized before it can be scanned back into the Job's Billing folder.
Shared Drive> Open Jobs> Select the Job's folder> BILLING folder> Apps for Payment> Save
Shared Drive> Open Jobs> Select the Job's folder> BILLING folder> Apps for Payment> Save
Create a Change Request
A change request must be created and submitted before it can be converted into a formal change order.
19
Open the Project Management module
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Click on Contract Control.
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Select Change Requests.
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Type your project name into the Job field and press Enter. Click OK to open the Change Request form.
23
On the Change Request Window, we must enter the
Job Number
Description- What you want the line item to appear as on the bill
Date- Use the current date or the date the CO was issued
Status- Change to submitted
Job Number
Description- What you want the line item to appear as on the bill
Date- Use the current date or the date the CO was issued
Status- Change to submitted
24
Once all of these items are entered, click the Detail tab at the bottom left on the window.
25
On the Detail tab, enter today's date for the Notice to proceed or approval Date: and the Completed on: date.
This change order must be added to the schedule of values, so we must create a new item. Click the Item drop-down to view the current items. The Item number for the current change order request will be the next consecutive number in the item list.
E.X. In the item list below, the last existing item is #3 Demobilization, so the change order currently being added would be item number 4.
This change order must be added to the schedule of values, so we must create a new item. Click the Item drop-down to view the current items. The Item number for the current change order request will be the next consecutive number in the item list.
E.X. In the item list below, the last existing item is #3 Demobilization, so the change order currently being added would be item number 4.
26
Add the Description for the new contract item; this should be the same description used for the initial change request. Click OK on the Quick Add dialog box.
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Move to the Price/Cost Estimate tab.
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The contract item will appear in the grid. Select the Cost Code 01-10 Field Labor. The description will autofill.
Enter the amount of the change order in the Labor Price field.
Enter the amount of the change order in the Labor Price field.
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Save and close the Change Request window.
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From the Contract Control menu, select Change Orders...
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Search for the project and press Enter. Click New to start a new change order entry.
We did not create the change order yet, we created the change request and are now going to approve the request and create the new change order.
We did not create the change order yet, we created the change request and are now going to approve the request and create the new change order.
32
Enter the name of the change order in the Description field (should be the same description used in the previous step). The Revised Completion date is today's date. Change the Status to Approved. Select the Contract Item set up during the change request.
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Click Select Change Requests to pull in the previously submitted request.
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Highlight the request and click OK.
35
Save the Change Order
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Click Yes when prompted to update the job estimate.
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To bill the new change order, return to the Billing module, click Tasks and select Contract-Based Invoices....
38
You should now see the new change order, available to bill, at the end of the contract item list.
VOIDING A BILL IN SAGE (Accounts Receivable)
39
Open the Accounts Receivable module. Click Tasks, then select Adjust Receivables.
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The Adjust Receivables window will open. Use the List... option, or Alt+L to find the Contractor who's bill you are voiding.
41
Once the Contractor is selected,a list of all Unpaid Invoices will appear. You can use the View: menu to Filter the invoices by contract number or to show Paid Invoices too.
Once you find the invoice you want to void, click on it so it's highlighted. Then enter the accounting date in the top right box. Use the same date as the Invoice Date.
If you are voiding a paid invoice, you must highlight the Cash Receipt and unapply it before voiding the invoice.
Once you find the invoice you want to void, click on it so it's highlighted. Then enter the accounting date in the top right box. Use the same date as the Invoice Date.
If you are voiding a paid invoice, you must highlight the Cash Receipt and unapply it before voiding the invoice.
42
Click Void... at the bottom of the window. Another window will open to confirm you want to void the invoice.
Sage gives the option to reinstate the invoice in the Billing module. If you're voiding the bill to revise it, reinstating is helpful.
Click Yes to confirm the void, then Post in AR.
Sage gives the option to reinstate the invoice in the Billing module. If you're voiding the bill to revise it, reinstating is helpful.
Click Yes to confirm the void, then Post in AR.
Q: How do I link a Change Request to a Change Order?
A: Open a new Change Order and click the Select Change Requests button. This opens a dialog box where you can select and attach submitted change requests.
Term | Definition |
|---|---|
Retainage | A portion of the agreed-upon contract price deliberately withheld until the work is substantially complete. |
Change Order | A formal modification to the original project contract that alters the scope of work, price, or timeline. |
Change Request | A documented proposal to modify the project's scope, timeline, or cost before it is formally approved. |
Quick Bill | A simplified, immediate invoicing method used for straightforward time, material, or miscellaneous charges. |