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Automatic Invoicing: How to Set Up Automated Invoices for Retainers

Learn how to configure a contract line to automatically invoice a fixed retainer amount in PSOhub

Published: 1 June 2026

Audience

  • Controller

  • Project Manager

Objective

This article explains how to set up a contract line in PSOhub to automatically invoice a fixed retainer amount on a scheduled basis.

Prerequisites

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

Retainer contract line
        A Retainer contract line must already exist on the project.

No time booked
        No time must have been booked against the contract line yet. Once time has been                    booked, the invoice type can no longer be changed.

Steps

  1. Open the project in the Financials tab.
  2. Click on the the relevant contract line top open its properties. Make sure the contract line is marked as Retainer in the left-hand pane.
  3. In the right-hand pane, select Retainer schedule in the Invoice Method field. 
  4. In the left-hand pane, enter the number of retainer payments. Click Add retainers.
  5. Complete the following fields for each automatic retainer payment you want to schedule:
Field Description
Invoice date The date on which PSOhub will automatically invoice the retainer payment.
% Percentage of total retainer to be invoiced. This number is calculated automatically if you enter the Invoice amount first. 
Invoice amount Displays the amount to be invoiced. This number is calculated automatically if you enter the % first. 
  Description   Description for the scheduled retainer payment invoice. 

       6.   Click Save.

       7.    Navigate to the left-hand section of the project and click the Edit button (pencil icon).

       8.   Scroll down to Invoicing in the right-hand pane. 

       9.   Choose one of the following options in Default Status to finalize automated invoicing:

Option Description
Draft Invoices are generated as drafts on the scheduled date. You can review, modify, and send them manually. If you delete a draft invoice, it will not be generated again.
Approved and send Invoices are automatically approved and sent to the customer on each scheduled date.

       10.  Click Save.

Result

PSOhub automatically generates a retainer invoice on each scheduled date. Invoices appear in the Invoices tab of the project as well as the Invoices module in the main menu.

  • If set to Draft, open the invoice to review and modify it before approving and sending.
  • If set to Approved and send, the invoice number is displayed in the left-hand section of the project. If PSOhub is not connected to a financial solution, the invoice is sent directly to your customer. If PSOhub is integrated with a financial solution, the invoice is first posted there, where it generates and sends the invoice to your customer. The accounting invoice number appears in the Accounting invoice number field.

Next Steps

✅ Set up your invoice settings
Configure your invoice email, default sender, footer, and other invoice defaults for your organization.
Invoice Settings in PSOhub

✅ Connect a financial integration
Link PSOhub to your accounting solution so invoices are posted and sent automatically.
How to Connect a Financial Integration in PSOhub

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