Starting an Invoice
Begin by clicking the "Create Invoice" button in your dashboard
The top section of the invoice form displays important reference information:
The organization name you are billing
The end client for the job (if applicable)
The project's reference number
Invoice Structure
Invoices in ProducerAI are organized by date
Each day displays the associated expenses that need to be billed according to the organization
Review all posted expenses carefully to ensure they match your agreed-upon rates
If you notice discrepancies between posted amounts and your agreed rates, contact the organization directly to have them update the expenses before submitting your invoice
Managing Individual Expenses
Click on any expense line item to access additional options:
View expense details
Submit proof of purchase for reimbursable expenses
Request modifications when necessary
For labor expenses, you can:
Enter additional hours worked if you need to claim an overage
Document any additional services provided beyond the original scope
Handling Reimbursable Expenses
Reimbursable expenses require documentation:
When you click on a reimbursable expense item:
You'll see "(Preapproved for up to $X)" below the total amount, indicating the approved allowance
Enter the exact amount owed for reimbursement in the rate section
Upload a receipt or organization-approved proof of reimbursement document
Submit this individual expense before proceeding with the full invoice
Adding Additional Expenses
Use the "Add Expense" button in the top right of the invoice to claim expenses not included by the organization.
You can add several types of additional expenses:
Owned Equipment:
Used for kit fees or equipment you provided
Select an item that best fits the description of your expense
Add the date the expense was incurred
Enter the total rate for the expense
Include a note in the notes section explaining the reason for adding this expense
Mileage:
Select "Mileage" from the dropdown menu
Choose the date the mileage expense occurred
Enter the total miles driven in the quantity section
The system will calculate the reimbursement based on the standard rate
Additional Reimbursable Expenses:
Select the type of reimbursement needed
Enter the date the expense was incurred
Specify the amount requested
Upload any required proof or reimbursement documents
Removing Expenses
If you do not recognize an expense or are including its cost within another expense, you can delete it from your invoice
Warning: Once you delete a labor expense, you cannot add it back yourself
If you accidentally delete an expense that should be included, contact the organization to have it reinstated
Review and Submission Process
All expenses in ProducerAI that have been modified or require documentation need individual review and submission
You must complete all required actions for each expense before the entire invoice can be submitted
After reviewing and confirming all expense details:
Add any additional notes or reference information required by the organization
Click the "Submit Invoice" button
Once submitted, the invoice moves to the "Submitted" section of your dashboard
You'll receive an email confirmation of your submission