Create an Owner Invoice

Create an owner invoice so completed work can be billed against the correct prime contract and schedule of values.

An owner invoice turns the work completed during a billing period into the owner-facing payment application. It draws from the prime contract’s Schedule of Values (SOV), so it keeps the contract, approved changes, current billing, retainage, and net due aligned through the financial lifecycle of the project.

Create the invoice after the prime contract and SOV are current, then review every line before approval or distribution. Your organization’s permissions and billing workflow can restrict SOV edits once the contract is approved or billing has started.

Watch the walkthrough

Open the interactive walkthrough

Follow the same owner-invoice workflow interactively in Alleato.

Prerequisites

• The prime contract already exists.
• The prime contract schedule of values is current.
• You have the invoice number, billing period, dates, notes, and current billing amounts ready.
• Your project role allows you to create owner invoices for the selected prime contract.

What you’ll update

Invoice header

Set the billing period, contract, issue dates, status, and notes for the owner invoice.

Billing values

Enter line-item billing values and confirm the invoice summary before the record is created.

Create the owner invoice

1. Open the owner invoice form

   In the project’s Invoicing tool, start a new owner invoice.

   
2. Enter the invoice information

   Fill out the billing header and make sure the invoice points to the right owner contract.

   Field	What to enter
   Invoice Number	The invoice or pay application number for this billing period.
   Billing Period	The period covered by the invoice.
   Contract Type	Use Prime Contract for owner invoices.
   Owner Contract	Select the prime contract being billed.

   
3. Review dates, status, and notes

   Confirm the invoice date and due date, set the current status, and add notes for the billing package if needed.

   
4. Enter the invoice line-item values

   Enter or review the billing values for the current period. The example shown bills $15,000 this month against a$50,000 line with $10,000 previously billed.

   Field	What to enter
   Cost Code	The SOV or cost-code line being billed.
   Description	A clear description of the billed scope.
   Contract Amount	The contract value for the line.
   Previously Billed	Amount billed before this invoice.
   This Month	Amount billed in the current period.
   Retention	Review or enter retained amounts if they apply.

   
5. Review the invoice summary

   Confirm the summary matches the billing package you intend to submit. In the example, current billing is $15,000, retainage is$1,500, and net due is $13,500.

   Field	What to review
   Contract Amount	Total value represented on the invoice.
   This Month Billing	Amount billed in the current period.
   Retention	Amount withheld from payment.
   Net Due	Amount due after retention and adjustments.

   
6. Create the invoice

   Review the form, then click Create Invoice.

   

Verify the result

Confirm the owner invoice is saved against the correct prime contract and that the current billing, retention, and net due values match the invoice package you intended to create.

Troubleshooting

• The invoice is tied to the wrong contract: Correct the owner contract before the invoice is shared or submitted.
• The billing totals do not match expectations: Review previously billed and current-period values line by line.
• The SOV lines do not match the billing package: Update the prime contract SOV before creating the invoice.

Related tasks

• Invoicing overview
• Create a Prime Contract
• Prime Contracts overview