Creating an AIA Invoice

Knowify supports standard AIA Invoicing. However, before you can use this invoicing style, a few things must be set up:

• Ensure you Have enabled AIA Invoicing in your settings. 
• Create a job with an contract set to the AIA billing style.  
• Set desired retainage rate for this job, as well as the GC contract number and GC contract date. 

To input Retainage, GC contract information, etc. first, make sure the job is active. The Select 'Edit Information' at the top of the Contract and Change Orders Page: 

Input the required information in the fields and select Save changes to continue. You are now free to create your AIA Invoice by clicking 'Invoice Now' at the top right of the page.

Note

If you created you job in the fixed price billing style, and you need to change it to AIA, Knowify makes it easy to Switch from fixed price to AIA billing

This will take you to an invoice summary screen when you can select the billing period, as well as the invoicing style (percentage based, dollar amount based, unit based, etc.). If your project contains Stored Materials, here is where you will manage them. 

Below your line items ,you have a few additional options! 

Show Output: gives a preview of the values that will appear on the final invoice including original/ total contract value to date, retainage to date, and and percentage of completion

Waive Progress Invoicing Restrictions: This removes many of Knowify's restrictions and automations surrounding AIA billing. It gives the user more control with what they invoice and retain per line item, but once enabled Knowify no longer automates Progress Billing. All retainage will have to be calculated manually by the user from the point this is enabled forward.

Use Forms with AIA Logo: By Default Knowify uses forms in the AIA format, but they do NOT have the official AIA logo. (Most GCs will accept this). If you prefer to use the forms bearing the AIA logo, you can enable this box to switch to payment apps with the AIA logo. BE AWARE: There is a charge of $USD 29.98 per payment application with this logo     

Warning

Waive Progress Billing Restrictions is a powerful tool. However it does have the potential to break billing if used incorrectly. We encourage you to only use this feature after all other options have been exhausted

When your invoice values are correct, hit the 'Verify and Finalize' key at the top of the screen to generate your invoice. There will be a final summary screen and an option to email your client before your invoice is fully created:

Once your invoice is finalized, you will be taken to the invoices module in Knowify to review the invoice, record payment, or return to the job as needed. 

Tip

By Default, retainage will be invoiced using a standard invoice format. However, once billing is complete you are able to Invoice Retainage in Standard AIA Format if this is preferred