Invoicing in Assignar
Bill for every hour you worked, with the proof on every line.
Timesheets, dockets and materials from the field are priced against your client’s rates and land on the invoice ready to send. Each line keeps the record behind it, so invoices go out sooner and come back disputed less.
INVOICE
INV-1048
- Excavator operator, normal time, 38 hrs $4,370.00 5 approved timesheets Client rate card
- 30t excavator, wet hire, 38 hrs $7,220.00 Equipment time logged Client rate card
- Light towers, 5 × $1,250.00 $6,250.00 Client-signed docket
- Mobilisation fee $950.00 Client-signed docket
Evidence on 4 of 4 lines
- Total (ex tax)
- $18,790.00
Invoicing is where finished work turns into lost margin.
The work got done. The problem is everything between the field record and the invoice your client will actually approve.
Billable work never makes it onto the invoice
Dockets sit in trucks, timesheets get re-keyed into spreadsheets, and extras agreed on site are forgotten by the time someone builds the claim.
Disputes surface at month-end
When the client can’t see the backup, they question the line. Problems found weeks after the work are hard to prove, and a rejected invoice resets the payment clock.
Days of admin every billing cycle
Exporting timesheets, matching them to rate cards and checking pivot tables by hand eats days that your finance team could spend chasing cash.
From the field record to the accounting system, in one flow.
The crew captures the work once. Everything after that is priced, checked and billed from the same record.
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Capture the work
Crews log timesheets, equipment time, materials and dockets (field tickets) on site, with client sign-off where you need it.
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Price it against your rates
Upload your rate cards once. Each record is priced against the right client’s schedule of rates, including allowances and levies.
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Build the invoice
Pick the priced work for a client, project or order and it comes across as invoice lines. Group lines the way your client wants to read them.
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Approve and send
Route drafts for internal approval if you want a second pair of eyes, then email the invoice with its PDF straight from Assignar.
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Track it to paid
See every invoice by status and age, record payment, and send it on to your accounting system.
Built for the way you actually bill.
Most contractors don’t bill one way. Assignar handles rate-based work and fixed-price contracts in the same platform.
Time and materials, schedule of rates
Plant and crane hire, labor hire, traffic management, day works
Bill what was done, at the rates in the contract. Hours, machine time, materials and fixed fees are priced automatically, with normal time and overtime split onto their own lines.
Fixed price, progress claims
Civil, earthworks and other hard-bid contracts
Raise progress claims against an approved bid, keep track of what has been claimed and certified, and adjust the next claim instead of re-issuing the last one.
Invoices your client can check, and your auditor can follow.
Faster payment doesn’t come from pushing invoices out the door. It comes from invoices nobody needs to question.
- Evidence behind every line. Open any invoice and see the timesheets, dockets and materials it bills, with a warning when a line has no backup.
- Backup your client can see. Give client contacts access to the timesheets and dockets behind their invoices through a customer portal.
- No work billed twice. Once a record is on an invoice, it can’t be added to another. Cancel the invoice and the work is free to bill again.
- Approval before it goes out. Make internal approval optional or required, with a full history of who submitted, approved or rejected each draft.
- Clean corrections. Credit part or all of an issued invoice with a numbered credit note instead of reworking the original.
- Aged receivables at a glance. Filter by status and by age, from current to over 90 days, and export the list.
Spreadsheet invoicing compared with Assignar.
Scroll sideways to see the full comparison
| Feature | Spreadsheets and paper | Assignar |
|---|---|---|
| Field records | Collected at the end of the week or month, re-keyed by hand | Captured on site and ready to price the same day |
| Pricing | Looked up from rate cards and checked line by line | Priced automatically against each client’s rates |
| Backup | Attached separately, if anyone can find it | Linked to every invoice line and visible to the client |
| Double billing | Caught by memory, or by the client | Blocked once work is on an invoice |
| Status | Tracked in a separate list or inbox | Draft to paid on every invoice, with aging filters |
| Accounting | Typed in again | Exported or sent on through Assignar Connect |
The last step of one connected job, not a separate billing tool.
Invoicing in Assignar is connected to how you win, plan and run the work, so what you bill matches what you bid, scheduled and delivered.
Win
Rates and bid items set up once carry through to the invoice.
Plan
Every booking is tied to a job and a rate before the crew arrives.
Operate
Timesheets, dockets and materials are captured in the field, once.
Pay
Work is priced, invoiced and tracked to paid, alongside payroll and job costing.
Questions finance teams ask.
Does Assignar replace my accounting system?
No. Assignar works out what you can bill and builds the invoice from the work your crews did. Your accounting system stays your ledger: export invoices to it, or connect the two with Assignar Connect so invoices flow across without re-keying. Assignar doesn’t collect or move money.
Can it handle both T&M and fixed-price work?
Yes. Rate-based work is priced against each client’s schedule of rates, and fixed-price contracts are billed through progress claims against an approved bid.
Can my client see the backup for an invoice?
Yes. You can give client contacts access to the timesheets and dockets behind their invoices in a customer portal, scoped to the whole client or to specific projects.
What happens if a timesheet changes after it’s on an invoice?
On a draft invoice, Assignar flags the lines whose source has been priced again so you can refresh them. Once an invoice is issued it doesn’t change. To correct it, cancel it and bill the work again, or issue a credit note.
Can I use my own invoice layout?
Yes. Choose a print template for each invoice, including one built from your own Word, Excel or PowerPoint file, and group lines in the way your client prefers to read them.
