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Manual Invoicing of Usage-Based Products

How to invoice a usage-based Product contract line in PSOhub based on actual consumption

Published: 1 June 2026

Audience

  • Admin

  • Controller

  • PM

Objective

This article explains how to manually invoice a usage-based Product contract line in PSOhub. Use this process when a Product is billed according to actual consumption, tracked as expenses on the project.

Prerequisites

You must have Admin, Controller, or PM user access in PSOhub.

The Product contract line must have Billing Frequency set to Usage-based and                        Invoice Type set to Manual.

Usage must have been logged as expenses against the Product contract line before                invoicing.

Set the Invoice Detail Level

Steps

Before creating the invoice, decide how detailed you want it to appear for your customer.

  1. Open your project and click the Edit icon (pencil) next to the project name to open the Edit Project panel.
  2. Under Detail Level, select one of the following options:
Option Result
Detailed Individual expense entries are shown as separate lines in the invoice PDF
Summary Expense entries are grouped and summarized by Product

        3. Click Save.

📌 Note: The Detail Level setting applies to all invoices generated for this project, not just          usage-based Product lines.

Confirm Usage Has Been Tracked

Steps

Before creating the invoice, verify that expenses have been logged against the usage-based Product contract line.

  1. Go to the Financials tab of your project and select Contract.
  2. Check the Used column for the usage-based Product line. This shows the total expense amount logged.
  3. To review the individual expense entries, go to the Expenses tab of the project.

⚠️ Important: The invoice period you set in the next step must include the dates of the                  logged expenses, or the Product contract line will not appear in the Create Invoice                  window.

Create the Invoice

Steps

  1. From the Financials tab, click + Create Invoice.
  2. The Create Invoice window opens. Set the Invoice Period to cover the dates of your logged expenses.

The following fields are shown for each available contract line:

Field Description
Invoice Period The date range used to filter which expense entries are included. Must cover the dates of your logged expenses.
Line Number The contract line ID
Name The name of the contract line
Line Type The contract line type (e.g. Product - Usage based)
Amount The total contracted amount for the line
Invoiced The amount already invoiced for this line
To Be Invoiced The amount remaining to be invoiced

       3. Select the checkbox next to the usage-based Product contract line you want to invoice.

       4. Click Create Invoice. PSOhub generates the invoice and opens it in draft status.

Review and Send the Invoice

Steps

  1. Review the invoice. The status in the left-hand panel is set to Draft until you send it.
  2. Click the Edit icon (pencil) to update details such as the invoice name, contact, invoice date, PO/Reference, footer, or note.
  3. Click Save to apply your changes.
  4. Click Preview to generate a PDF version of the invoice and verify the layout before sending.

     

💡 Tip: If Detail Level is set to Detailed, the PDF will include a Specification section listing          each individual expense entry with date, quantity, and price per unit.

        5. Click Send invoice to finalize and send the invoice to the customer.

📌 Note: If your organization requires approval before sending, click Approve invoice                  first. The Send invoice button becomes available once the invoice is approved.

Result

The invoice is sent and the usage-based Product contract line's Invoiced amount updates automatically. The invoice appears in the project's Activity feed and syncs to any connected accounting integrations (QuickBooks, Xero, etc.).

Next Steps

✅ Add a discount to an invoice
Apply a discount to the invoice before sending it to your customer.
How to add a discount to an invoice in PSOhub

✅ Mark an invoice as paid
Update the invoice status once payment has been received.
How to mark an invoice as paid in PSOhub

✅ Invoice a one-time Product
Learn how to manually invoice a Product that is billed once, such as a setup fee or hardware sale. Manual invoicing of one-time Products

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