Import Invoices: Create Historic Invoices in PSOhub

Published: 1 June 2026

Audience

• Admin
• Controller

Objective

This article explains how to create historic invoices in PSOhub for projects that were already underway before you migrated. Creating historic invoices ensures your project totals accurately reflect what has already been billed and paid before you started using PSOhub.

Unlike other migration steps, there is no bulk import for invoices. Each historic invoice must be created manually in PSOhub, one at a time.

This article covers five contract line types:

• Fixed Fee
• Time & Materials (T&M)
• Expense
• Retainer
• Product

Before You Begin

Before creating any historic invoice, set the Smart Invoice to Draft on the relevant project. In the project, open the Contract tab, click the ellipsis (…) button on the contract line, and select Edit. Set the Smart Invoice field to Draft and save.

This applies to all five billing types below.

Historic Fixed Fee Invoices

Use this process for contract lines with a Fixed Fee billing type.

Steps

1. Navigate to the project and click Create Invoice.
2. Select the Fixed Fee contract line to be invoiced and click Create.
3. The draft invoice appears. Click on the contract line to open it.
4. In the Name field, enter the invoice number from your accounting software that corresponds to this invoice.
5. In the To be invoiced field, enter the value that has already been invoiced for this contract line before you started using PSOhub.
6. Click Save.
7. Click Approve invoice.
8. If the invoice has already been paid by your client, click Mark as paid.
   
   

Historic T&M Invoices

Use this process for contract lines with a Time & Materials billing type. Historic time entries must already exist in PSOhub before following these steps.

Steps

1. Navigate to the project and click Create Invoice.
2. In the invoice creation window, select the time period that covers the historic data.
3. In the Name / Description field, enter the invoice name or number from your accounting software. You can also enter this later in the Reference field on the invoice.
4. Select the T&M contract lines where the historic time entries have been posted, using the checkboxes.
5. Click Create. PSOhub generates the invoice and opens the invoice page.
6. Review the invoice. Modify any fields if needed, or enter the original invoice reference in the Reference field.
7. Click Approve invoice, then click Proceed to confirm.
8. Click Mark as paid when the invoice has been paid by your client.
   
   

Historic Expense Invoices

Use this process for contract lines with an Expense billing type. Historic expenses must already exist in PSOhub before following these steps.

Steps

1. Navigate to the project and click Create Invoice.
2. In the invoice creation window, select the time period that covers the historic data.
3. In the Name / Description field, enter the invoice name or number from your accounting software. You can also enter this later in the Reference field on the invoice.
4. Select the Expense contract lines where the historic expenses have been posted, using the checkboxes.
5. Click Create. PSOhub generates the invoice and opens the invoice page.
6. Review the invoice. Modify any fields if needed, or enter the original invoice reference in the Reference field.
7. Click Approve invoice, then click Proceed to confirm.
8. Click Mark as paid when the invoice has been paid by your client.
   
   

Historic Retainer Invoices

Use this process for contract lines with a Retainer billing type. It is strongly recommended that historic time entries and expenses are imported before creating retainer invoices.

Steps

1. Navigate to the project and click Create Invoice.
2. Select the Include SMART checkbox to display retainers for past periods.
3. Click Create. PSOhub generates the draft invoice.
4. Review the invoice in the Invoice tab. The totals will be reflected in each contract line of the project.
5. Click Approve invoice, then click Proceed to confirm.
6. Click Mark as paid when the invoice has been paid by your client.
   
   

Historic Product Invoices

Use this process for contract lines with a Product billing type.

Product invoices work similarly to Fixed Fee invoices for standard one-time or recurring products. For usage-based products the invoicing process differs.

Steps

1. Navigate to the project and click Create Invoice.
2. Select the Product contract line to be invoiced and click Create.
3. The draft invoice appears. Click on the contract line to open it.
4. In the Name field, enter the invoice number from your accounting software.
5. In the To be invoiced field, enter the value that has already been invoiced for this contract line before you started using PSOhub.
6. Click Save.
7. Click Approve invoice.
8. If the invoice has already been paid by your client, click Mark as paid.
   
   

Result

Your historic invoices are created in PSOhub with an Approved or Paid status. They will appear in the Invoices list and your project totals will reflect what was billed and paid before you started using PSOhub.

Your financial data is now complete and your project history is accurate in PSOhub.

FAQs and Troubleshooting

Why can't I see the historic time entries or expenses in the T&M invoice creation window?
Historic time entries and expenses must exist in PSOhub before you can include them in an invoice. Import your hours and expenses first, then return to create the invoice. Check that the time period you selected in the invoice creation window covers the dates of the historic entries.

Do I need to set Smart Invoice to Draft for every contract line?
Yes. Set Smart Invoice to Draft on each contract line before creating a historic invoice for it. If this is not done, PSOhub may attempt to auto-generate invoices for the historic data.

Should I ever click Send invoice for a historic invoice?
No. Historic invoices were already sent from your accounting software before you started using PSOhub. Approving the invoice in PSOhub is sufficient to record it. Clicking Send invoice would generate a duplicate communication to your client.

What if a historic invoice has not yet been paid?
Approve the invoice but do not mark it as paid. Once your client pays it, mark it as paid manually in PSOhub using the Mark as paid button.

Can I create historic invoices for all billing types at the same time?
You can create them in any order, but we recommend following the sequence in this article — Fixed Fee and Product first, then T&M, Expense, and Retainer once your historic hours and expenses have been imported.

Next Steps

✅ Your migration is complete
With your historic invoices recorded, your data is fully migrated into PSOhub — return to the migration guide to review the full sequence.
Migrate to PSOhub: How to bring your data across

✅ Start invoicing in PSOhub
Now that your historic data is in place, learn how invoicing works going forward in PSOhub.
Invoicing in PSOhub: Introduction to Billing Your Projects

Related Articles

• Migrate to PSOhub
• Import Hours: How to import hours from an Excel file
• Import Expenses: How to import expenses from an Excel file
• How to Do Manual Invoicing of a Fixed Fee in PSOhub
• How to Do Manual Invoicing of T&M and Expenses
• How to Invoice Products in PSOhub
• Manual invoicing of usage-based Products
• Invoicing in PSOhub: Introduction to Billing Your Projects