This article explains how to manually mark a budget as invoiced in Productive, without actually creating an invoice.
This feature is designed to address various issues such as "Needs invoicing" budget notifications, rounding errors, and budgets that have been invoiced externally.
Why You Might Want to Mark a Budget as Invoiced
There are several scenarios in which you may want to manually mark a budget as invoiced:
Budgets created before enabling the invoicing feature
If the invoicing feature in Productive was enabled after you created a budget, you may see the “Budget needs invoicing” warning for those budgets.
Rounding errors
When the "Invoiced" and "For invoicing" amounts differ by small rounding amounts, this feature allows you to resolve those discrepancies, disabling the "Budget needs invoicing" warning.
Step-by-Step Instructions for Marking a Budget as Invoiced
1) Single Budget Level
Open your budget (Financials > Budgets).
In the Budget overview, navigate to the Invoices tab.
Open the + Invoice dropdown and select Mark as invoiced.
A popup will appear with a warning:
"By marking this budget as fully invoiced, the invoiced amount will be set to 100%, with no amount left for invoicing."
If you agree, click "Mark as manually invoiced".
The "Left for invoicing" and "Invoiced" amounts will be updated.
The "Budget needs invoicing" warning will be removed.
In the Invoices tab, a blue banner will appear to indicate that the budget has been manually invoiced.
2) Bulk Action for Multiple Budgets
On the Budgets screen (Financials > Budgets), select multiple budgets.
A toolbar with the "Mark as Invoiced" button will appear at the top.
Click the button, and a popup will appear with the same warning message as above.
Click "Mark as manually invoiced" to apply the action to all selected budgets.
New Fields: "Manually Invoiced" and "Manually Invoiced Amount"
Two new fields have been added to the Budgets report to provide more transparency and control:
Marked as Manually Invoiced
Indicates whether a budget has been manually marked as invoiced. This field will default to "No" for all budgets created before the invoicing feature was enabled.
Manually Invoiced Amount
Displays the total amount that has been manually marked as invoiced.
These fields are especially useful for teams tracking budgets to ensure accuracy. For example:
You can set a limit amount for manually invoiced budgets to allow discrepancies of up to €1–2 (e.g., for rounding errors) while flagging any larger amounts for review.
The Manually Invoiced Amount field also helps you calculate the total manually invoiced amounts, which is displayed as a sum in the header.
Filtering Options
The Manually Invoiced and Manually Invoiced Amount fields are also available as filtering options.
This allows you to quickly identify manually invoiced budgets directly in the table or in the reports.
Changes in Reports
The "Invoiced %" and "For invoicing" fields in both Budget and Financial Reports will reflect any changes made by the Mark Budget as Invoiced.
Permissions and Audit Log
Permissions: Only users with the "Add, edit, and delete invoices and payments" permission can mark budgets as manually invoiced. Read more about customizing permission sets here.
By default, users with the Manager (restricted or unrestricted), Profitability Manager (restricted or unrestricted), or Admin permission sets can perform this action, depending on the budgets they have access to.
Audit Log: Every action of marking a budget as invoiced will be recorded in the Audit Log. The changelog will display: "Manual invoicing status changed from 1 to 2."