How to create, update and approve invoices with AI Actions

This guide shows you how to create draft invoices, change drafts, approve invoices, mark them as paid, void them and create credit invoices in PSOhub by asking your AI assistant, Claude or ChatGPT. It works from the same contract lines, approved hours and expenses as New invoice in PSOhub.

New to AI Actions? Start with AI Actions: create and update PSOhub data with your AI assistant. It explains how the preview and your approval work.

Before you start

Your AI assistant, Claude or ChatGPT, is connected to PSOhub. See Connecting your AI assistant to PSOhub.
Your account has access to AI Actions, a paid feature.
You are an administrator or controller. See Who can do what below.
The project has an invoice contact with an email address.
The hours you want to invoice are approved.

Note: AI Actions never sends invoices. You always send them from PSOhub yourself.

Big jobs in one request

These requests replace opening every project to make, check and approve invoices one by one.

You say	What happens
"Invoice all outstanding hours on all my projects up to the end of October."	A draft invoice for every project with something to invoice in that period. You see the list with the amount per project before anything is saved. Approving them is a separate step.
"Create the October invoice for Website relaunch, only the Design and Development lines, and add a €500 discount."	A draft with those two lines for October, plus the discount on the project's discount line.
"Approve all draft invoices from this week."	Up to 20 drafts in one go. The preview shows the number each invoice will get, and the assistant asks for a separate yes because approving can't be undone.
"Mark invoices 2026-101 to 2026-108 as paid on 3 November."	All eight invoices get status Paid with that payment date.
"Credit invoice 2026-095 and make a new draft for the same period."	A draft credit invoice for the whole invoice, and a new draft for the project. The assistant asks whether the hours and expenses should become invoiceable again.
"On the Acme draft, change Eva's 8 hours on 14 October to 6 and fix the description."	That detail line on the draft changes. The booked hours in PSOhub stay as they are.

Quick everyday changes

Small updates you would otherwise open the invoice for:

You say	What happens
"Create the October invoice for Website relaunch."	A draft with every line that has something to invoice in October. The draft has no number yet.
"Add PO number 4500123 to the Acme draft."	The reference on the draft changes.
"Set the invoice date of the Acme draft to 1 November."	The invoice date changes; the due date follows from the project's payment term.
"Send the Acme draft to Mark de Vries instead."	The invoice contact on the draft changes to another contact of the customer.
"Approve the Acme draft."	The invoice gets its final number and a PDF. The assistant asks a separate yes first. Nothing is sent.
"Mark invoice 2026-101 as paid today."	The invoice gets status Paid with today's date.

How to create a draft invoice

Tell your assistant which project and which period. For example "October" or "up to the end of last month". Mention contract lines if you only want some of them.
Answer its questions. For example when the project already has a draft, the assistant asks whether to add a new draft or change the existing one.
Check the preview. Every line with its amount, the total, and warnings such as hours that aren't approved yet.
Approve. Say yes, or click the approve button if your assistant shows one. PSOhub creates the draft. From then on, its hours and expenses count as invoiced.
Approve the invoice separately when the draft is right. See the next section.

What you can set

Setting	Details
Project	One project per draft. For more projects, the assistant makes one draft per project.
Period	Default, as in PSOhub: 1 January up to the last day of last month. The last day counts.
Lines	Default: every line with something to invoice, as Select all. Or name the lines, or one installment of a line.
Scheduled lines	Lines PSOhub invoices automatically (installments, 100% used, monthly T&M, recurring) only come along when you ask for them.
Name, reference, note	Default: the project name, the project's reference and the note from your invoice settings.
Invoice date	Default: today. The due date follows from the project's payment term.
Credit invoice	Always for a whole invoice that is approved, sent or paid. A credit invoice also starts as a draft.

Note: only approved hours are invoiced. If the preview warns about hours that aren't approved, approve them in PSOhub first if they belong on this invoice.

Change, approve, mark as paid or void

Change a draft

Only drafts can change, the same way as the edit screens in PSOhub:

Header: name, reference, footer, note, invoice date, invoice contact, tags and custom fields.
Invoice lines: name and description. An amount only on Fixed fee, Retainer and discount lines.
Detail lines: for T&M and Retainer the date, description, hours and rate; for expenses the date, description and amount.
Discounts: add a discount on the project's discount line. Enter the amount as a positive number; PSOhub makes it negative.

Changing a draft only changes the invoice. The booked hours and expenses in PSOhub stay as they are.

Approve, mark as paid or void

Up to 20 invoices per request, one change per invoice.

Change	From status	What happens
Approve	Draft	The invoice gets its final number and a PDF. Status: Approved. Nothing is sent.
Mark as paid	Approved, Approve & send, Sent, Partially Paid	Status: Paid, with the payment date you give, or today.
Void	Approved, Approve & send, Sent, Paid	Status: Void. The contract line amounts go back.

When you void an invoice or approve a credit invoice, the assistant asks whether the hours and expenses should become invoiceable again, or stay invoiced. It never chooses for you.

Note: approving and voiding can't be undone. That's why the assistant always asks a separate yes for these, even inside a larger plan you already approved.

Note: if your invoices also go to an accounting package, the preview may warn that you need to void or record the payment there too.

Verify it worked

After a draft is created, the assistant tells you the project, the amount excluding VAT and the number of lines, with a link to the draft.
After approving, it tells you the invoice number and confirms that a PDF was made and nothing was sent.
Open the invoice in PSOhub to check it, and send it from there.

Who can do what

Role	Invoices
Administrator, controller	Create, change, approve, mark as paid and void invoices on any project
Project manager	Not available through AI Actions; use PSOhub
Team member	Not available

What is not possible

These are done in PSOhub itself:

Sending an invoice, also with Approve & send.
Deleting a draft. Deleting it releases its hours and expenses again.
Changing an approved invoice. Credit it and make a new draft instead.
A partial credit. A credit invoice always covers the whole invoice.
Adding or removing lines on a draft. Make the draft again instead.
Changing VAT rates, currency, project, customer or period of a draft.
Adding a discount line to a project. Add it in PSOhub with Add discount.

Common issues

No invoice is created. The project has no invoice contact with an email address. Set a main contact on the project (see How to create, update and staff projects with AI Actions), or add an email address to the contact in PSOhub.
Hours are missing from the draft. They aren't approved yet. Approve them first, then make the draft again.
A line isn't on the draft. PSOhub invoices that line automatically (installments, 100% used, monthly T&M, recurring). Ask the assistant to include scheduled lines if you want it now.
A discount can't be added. The project has no discount line. Add one in PSOhub with Add discount.
An invoice can't be changed. It is already approved. Credit it and make a new draft.
Approving is refused. There is no invoice layout or business unit for it. Set this up in PSOhub.

Frequently asked questions

Does the assistant send invoices to my customers?

No, never. AI Actions creates drafts and can approve them, but sending is always done by you in PSOhub.

Can I invoice several projects in one request?

Yes. The assistant makes one draft per project and shows you the full list first. Approving them is a separate request.

What happens to the hours when I void an invoice?

The assistant asks you: the hours and expenses either become invoiceable again, or stay marked as invoiced.

Can I undo an approval?

No. An approved invoice can only be credited. That's why the assistant always asks a separate yes before approving.