Add a Cost Plus prime contract invoice

You can add Cost Plus prime contract invoices with or without a guaranteed maximum price (GMP).

Step 1: Open the Add Prime Contract Invoice wizard

  1. Go to Projects and select the appropriate project in the Quick Select section.
  2. On the Project Home page, select Prime Invoices in the Client Contract Admin section.
  3. Select Actions > Add Manually.

Step 2: Add the general invoice information

  1. Optionally, update the Project number if needed.
  2. Select the Prime Contract # number as needed.

    The client and contractor information are populated automatically based on the prime contract.

  3. Optionally, update the Client Contact and Client Address Type.

    The Client Address Type is usually set to the Company Billing Address.

  4. Optionally, update the Contractor Contact and Contractor Address Type.

    The Contractor Address Type is usually set to the Company Billing Address.

  5. Optionally, update the Order Number if needed.

    The order amount determines previous invoice amounts.

  6. Optionally, update the Invoice # if needed.

    Sage Construction Management automatically assigns the next number in sequence, based on the existing records and the default format.

  7. Optionally, update the Issue Date if needed.

    The default value is today's date.

  8. Optionally, select the Payment Terms.

    Sage Construction Management automatically calculates the Payment Due Date according to the selected term’s text format.

  9. Optionally, update the Payment Due Date.

  10. Optionally, select the Approved checkbox if the prime invoice has been approved.

    It's recommended to leave the Approved checkbox unchecked until the prime invoice has been completed.

  11. Enter the Work Retainage %.

    For example, enter 10 for 10%. You can set the default percentages in the prime contract.

  12. Select Save & Next.

Step 3: Select the method to add invoice item details

  1. Select one of the following options:
    • Option A - Import Actual Expenses and Timecards With Markup Option For Transaction Type (ex. Bills, Sub Invoices, Labor Timecards etc.)
    • Option B - Import Actual Expenses and Timecards With Markup Option For Resource Type (ex. Materials, Labor, Equipment, Sub and Other)
    • Option C - Import Actual Expenses and Timecards Individually
    • Option D - Invoice Retainage Only
  2. Select Next

Step 4: Add invoice item details

  1. Do the following based on the method you selected in the previous step:

    You can import the actual expenses and timecards with a markup option for transaction types.

    1. On the Add Time and Expenses Items page, do the following:

      1. In the Step 1. Select Transaction Cutoff Date section, select the From and To Date and select Apply to calculate the number of transactions and subtotal amounts for each type of transaction.

        The To Date must be less than or equal to the prime invoice's issue date.

      2. In the Step 2. Select Transactions To Be Imported and Set Line Item Markups section, select the type of transactions to be imported
      3. Optionally, enter the Transaction Type Markup %.

        For example, enter 10 for 10%.The Potential Invoice Import Subtotal will be updated automatically based on the percentage entered.

      4. In the Step 3. Tag Related Linked Files section, select the checkbox to link to the invoice files uploaded to expense and timecard transactions, such as a vendor invoice PDFs.
      5. Select Add & Next to import expenses, timecards, and transaction markups.
    2. On the Add Default Invoice Markups page, do one of the following as needed:
      • To include default prime invoice markups in the current prime invoice, select the Import checkbox and select Save & Next.
      • To not include default prime invoice markups in the current prime invoice, clear the Import checkbox and select Skip.

      Learn more about adding default markups to Cost Plus prime invoices.

    Expenses and timecards must meet all of the following criteria to be imported:

    • Not referenced on a previous prime invoice.

    • The expense issue and status dates must be on or before the prime invoice's issue date.

    • The timecard date must be on or before the prime invoice's issue date.

    • The Status field must be set to Approved.

    • The Billable Status field must be set to Billable.

    • The expense's or timecard's billable amount must be greater than zero.

    Imported transaction items are invoiced as follows:

    • Bills: Line Item Subtotal * (1 + Transaction Type Markup %)

    • Sub invoices: Cost Code Current Gross Amount * (1 + Transaction Type Markup %)

    • Miscellaneous expenses: Expense Subtotal * (1 + Transaction Type Markup %)

    • Labor timecards: Timecard Billable Amount * (1 + Transaction Type Markup %)

    • Equipment timecards: Timecard Billable Amount * (1 + Transaction Type Markup %)

    You can import the actual expenses and timecards with a markup option for resource types.

    1. On the Add Time and Expenses Items page, do the following:

      1. In the Step 1. Select Transaction Cutoff Date section, select the From and To Date and select Apply to calculate the number of transactions and subtotal amounts for each type of transaction.

        The To Date must be less than or equal to the prime invoice's issue date.

      2. In the Step 2. Select Transactions To Be Imported and Set Line Item Markups section, select the type of transactions to be imported
      3. Optionally, enter the Transaction Type Markup %.

        For example, enter 10 for 10%.The Potential Invoice Import Subtotal will be updated automatically based on the percentage entered.

      4. In the Step 3. Tag Related Linked Files section, select the checkbox to link to the invoice files uploaded to expense and timecard transactions, such as a vendor invoice PDFs.
      5. Select Add & Next to import expenses, timecards, and transaction markups.
    2. On the Add Default Invoice Markups page, do one of the following as needed:
      • To include default prime invoice markups in the current prime invoice, select the Import checkbox and select Save & Next.
      • To not include default prime invoice markups in the current prime invoice, clear the Import checkbox and select Skip.

      Learn more about adding default markups to Cost Plus prime invoices.

    Expenses and timecards must meet all of the following criteria to be imported:

    • Not referenced on a previous prime invoice.

    • The expense issue and status dates must be on or before the prime invoice's issue date.

    • The timecard date must be on or before the prime invoice's issue date.

    • The Status field must be set to Approved.

    • The Billable Status field must be set to Billable.

    • The expense's or timecard's billable amount must be greater than zero.

    Imported transaction items are invoiced as follows:

    • Bills: Line Item Subtotal * (1 + Resource Type Markup %)

    • Sub invoices: Cost Code Current Gross Amount * (1 + Resource Type Markup %)

    • Miscellaneous expenses: Expense Subtotal * (1 + Resource Type Markup %)

    • Labor timecards: Timecard Billable Amount * (1 + Resource Type Markup %)

    • Equipment timecards: Timecard Billable Amount * (1 + Resource Type Markup %)

    Import bills

    • If you do not want to import bills in this step, select Skip.
    • To import bills, do the following:
      1. Select the From and To Date and select Apply to filter the results as needed.

        The To Date must be on or before the prime invoice's issue date.

      2. Select the bills to be imported from the list.
      3. Optionally, select Tag related uploaded Linked Files to the Prime Invoice.
      4. Optionally, enter the markup amount in the Import with Markup field.

        In this case, the imported invoice item will be equal to Bill Line Item Subtotal * (1 + Markup %).

      5. Select Add & Next.

    Import sub invoices

    • If you do not want to import sub invoices in this step, select Skip.
    • To import sub invoices, do the following:
      1. Select the From and To Date and select Apply to filter the results as needed.

        The To Date must be on or before the prime invoice's issue date.

      2. Select the sub invoices to be imported from the list.
      3. Optionally, select Tag related uploaded Linked Files to the Prime Invoice.
      4. Optionally, enter the markup amount in the Import with Markup field.

        In this case, the imported invoice item will be equal to Sub Invoice Cost Code Current Gross Amount * (1 + Markup %).

      5. Select Add & Next.

    Import employee miscellaneous expenses

    • If you do not want to import employee miscellaneous expenses in this step, select Skip.
    • To import employee miscellaneous expenses, do the following:
      1. Select the From and To Date and select Apply to filter the results as needed.

        The To Date must be on or before the prime invoice's issue date.

      2. Select the miscellaneous expenses to be imported from the list.
      3. Optionally, select Tag related uploaded Linked Files to the Prime Invoice.
      4. Optionally, enter the markup amount in the Import with Markup field.

        In this case, the imported invoice item will be equal to Misc. Expense Subtotal * (1 + Markup %).

      5. Select Add & Next.

    Import labor timecards

    • If you do not want to import labor timecards in this step, select Skip.
    • To import labor timecards, do the following:
      1. Select the From and To Date and select Apply to filter the results as needed.

        The To Date must be on or before the prime invoice's issue date.

      2. Select the labor timecards to be imported from the list.
      3. Optionally, select Import Timecard Comments into Description.
      4. Optionally, enter the markup amount in the Import with Markup field.

        In this case, the imported invoice item will be equal to Timecard Billable Amount * (1 + Markup %).

      5. Select Add & Next.

    Import equipment timecards

    • If you do not want to import equipment timecards in this step, select Skip.
    • To import equipment timecards, do the following:
      1. Select the From and To Date and select Apply to filter the results as needed.

        The To Date must be on or before the prime invoice's issue date.

      2. Select the equipment timecards to be imported from the list.
      3. Optionally, select Import Equipment Timecard Comments into Description.
      4. Optionally, enter the markup amount in the Import with Markup field.

        In this case, the imported invoice item will be equal to Timecard Billable Amount * (1 + Markup %).

      5. Select Add & Next.

    Import default prime invoice markups

    • If you do not want to import default prime invoice markups in this step, select Skip.
    • To import default prime invoice markups, do the following:
      1. Select the default prime invoice markups to be imported from the list.
      2. Select Add & Next.

    Learn more about adding default markups to Cost Plus prime invoices.

    Expenses and timecards must meet all of the following criteria to be imported:

    • Not referenced on a previous prime invoice.

    • The expense issue and status dates must be on or before the prime invoice's issue date.

    • The timecard date must be on or before the prime invoice's issue date.

    • The Status field must be set to Approved.

    • The Billable Status field must be set to Billable.

    • The expense's or timecard's billable amount must be greater than zero.

    Retainage, also called retention or holdback, is tracked by job cost code rather than by item type, such as original contract items or change orders. It’s typically released in a separate invoice after all work meets the specifications.

    1. Optionally, use the Search field to filter the items.

    2. Optionally, select Show Owner Code to view and filter the items by owner code.

    3. Do the following as needed:

      • To release retainage for individual cost codes, for each job cost code, enter the Release Amount for the Work Retainage.

      • To release the same percentage or amount of retainage for multiple cost codes, do the following:

        1. Select one or more job cost codes from the list.

        2. Select Choose Bulk Action.

        3. In the dialog, select one of the following options, enter the appropriate amount, and select Save:
          • Work Retainage Release Amount
          • Work Retainage Release %

            For example, enter 10 for 10%.

    4. Select Save & Next.

Posted December 01, 2025 © 2025 The Sage Group plc or its affiliates ("Sage") or its licensors. All trademarks mentioned are the property of their respective owners. Use of non-Sage trademarks is not an endorsement of any person or product.