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How to Do Manual Invoicing of T&M and Expenses

Learn how to manually create an invoice for T&M and Expense contract lines in PSOhub

Published: 1 June 2026

Audience

  • Admin

  • Controller

  • Project Manager

Objective

This article explains how to manually generate an invoice for Time & Materials (T&M) and Expense contract lines in PSOhub, including how to configure the invoice detail level, select contract lines, and send the invoice to your client.

Prerequisites

Eligible access
        You must have Admin, Controller, or Project Manager access in PSOhub.

Manual invoice method
        The T&M contract line must have its Invoice method set to Manual. 

📌 Note: Once time has been booked against a contract line, the invoice method can no              longer be changed. Expense contract lines can only be invoiced manually.

Configure the Invoice Detail Level

Steps

  1. Open the project.
  2. In the left-hand section of the project, locate the click the Edit button (pencil icon).
  3. In the right-hand pane of Edit Project, scroll down to Invoicing. 
  4. Select one of the following options for Default Status:
Option Description
Summary Displays the number of hours per role per person on the invoice.
Detailed Displays each individual time entry and expense entry on the invoice.

    Generate the Invoice

    Steps

    1. In the project, confirm that hours are booked against the T&M contract line and expenses are booked against the Expense contract line in the Used column of the Financials tab.
    2. Click + Create Invoice.
    3. In the invoice creation window, complete the following:
    To Do Description
    Select the invoice period Define the period you want to invoice. PSOhub defaults to the first day of the current year through to the last day of the previous month. Overwrite this if needed.
    Select contract lines PSOhub displays all T&M and Expense contract lines with entries available for billing in the defined period. Select one or more lines to include. Check the header checkbox to select all lines at once or uncheck it to deselect all.

            4.   Click Create Invoice. Click Close when complete. PSOhub generates the invoice and opens                     the Invoice page.

            5.   On the Invoice page:

    • The Status in the left-hand section is set to Draft. The invoice will not be sent until you click Send invoice.
    • Click Edit to modify general invoice information if needed.
    • The right-hand section displays the Company and Contacts linked to the invoice, and a link back to the project.
    • Click Preview to generate a PDF version of the invoice. The invoice remains in Draft status until you approve and send it.

    💡 Tip: If you set the Invoice detail level to Detailed, PSOhub will include a full breakdown            of all time and expense entries in the invoice PDF.

            6.   Review the invoice and make any modifications needed.

            7.    Click Send invoice to approve and send the invoice to your client.

    Result

    The invoice is sent to your client. Back in the project:

    • The Financials tab updates to reflect the invoiced amounts.
    • Booked hours display as Draft until the invoice is approved. Once approved and an invoice number is generated, PSOhub displays the invoice number at the time entry level.
    • The generated invoice appears in the Activity feed of the project and in the activity feed or timeline of any linked deal in HubSpot, Microsoft Dynamics 365, or Salesforce.

    Next Steps

    ✅ Set up automated T&M invoicing
    Automate your T&M billing by configuring monthly automatic invoicing for your contract lines. Automatic Invoicing: How to Set Up Monthly T&M Invoicing 

    ✅ Create a deposit invoice
    Secure upfront payment by generating a deposit invoice before project work begins.
    How to Create & Apply a Prepayment for a T&M Project 

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