Costs Invoice

Costs Invoice is part of the Sales Invoicing module in MRI Evolution and is used to document and manage the costs associated with client billing. This page provides access to the Costs Invoice grid, where you can search, sort, and review all cost invoices linked to sales invoices and contracts.

Business Value: Ensures accurate, transparent billing and financial reporting by capturing all costs related to services rendered. Integrates with contracts and sales invoices for end-to-end financial management.
Actionable Guidance: To create or review a costs invoice, open the Costs Invoice page from the Sales Invoicing module, enter or verify the relevant cost details, and link them to the appropriate sales invoice or contract. Use the grid to manage and track invoice status from draft to approval.
Practical Example: After completing a service, generate a costs invoice to ensure all expenses are captured and billed to the client. Approved invoices are locked for audit and compliance.
Tip: Regularly reconcile costs invoices with sales invoices and contract records to maintain accurate financial data across the system.

Modules > Sales Invoicing > Costs Invoice

The link will open the Cost Invoices grid. It is a grid view which can be searched, sorted and customised as normal.

To edit an existing Cost Invoice click Edit . A pop up window will appear which will allow the amendment of a Cost Invoice.

A Cost Invoice Header is auto-generated when the invoice is created using the information collated by the Rule Group.

The status of a cost Invoice when first generated is always DRAFT. Once the invoice has been checked it can be moved to the Status of APPROVED.

Once a Cost Invoice has been Approved it cannot be brought back to Draft status.

Click to view - Cost Invoice Fields and Descriptions

Field Name	Description
Invoice Number	Description Invoice Number auto-generated once the Cost Invoice has been approved
Draft Number	Auto-generated when the Draft Cost Invoice is created
Created By	The User who created the Cost Invoice
Date Created	The date the Cost Invoice was created
Approved By	The User who approved the Cost Invoice
Date Approved	The date the Cost Invoice was Approved
Client	The Client for the Cost Invoice
Client Ref	The reference for the Client
Invoice Summary	Auto-generated by the Sales Invoice Rule Group
Internal Ref	Free text box that can be used if generating a manual invoice
Line Items Grid	A grid view of all the line items generated by the Cost Invoice

Reviewing Line Items

Click to view more detail

Line items show the values that have been generated for Cost Invoice, they can be opened, checked and amended. New line items can also be added an existing line items can be deleted if required.

Line item descriptions and costs are generated according to the rule group used to generate the invoice. These can be manually altered if required.

Modules > Sales Invoicing > Costs Invoice

To edit an existing Line Item click Edit . A pop up window will appear which will allow the creation or amendment of a Line Item.

Click to view - Cost Invoice Line Item Fields and Descriptions

Field Name	Description
Qty	The quantity to invoice
Line Number	The number of the line item
Unit Amount	The cost of the Unit
Description	The description of the Unit
Disc Amount	The discount amount
Disc Rate (%)	The discount rate as a percentage
Net Amount	The net amount of the line item
Tax Code	The tax classification code applied to this invoice line item that determines the applicable tax treatment (e.g., VAT standard rate, zero-rated, exempt). Selected from predefined tax codes configured in the tax settings, this controls whether and at what rate tax is calculated on the net amount. Essential for accurate tax reporting, VAT returns, and compliance with regional tax regulations. The tax code determines both the tax rate percentage applied and how the line item appears in statutory tax reports and filings.
Tax Rate (%)	The tax rate as a percentage
Tax Amount	The monetary value of tax (VAT, sales tax, GST) automatically calculated by multiplying the net amount by the tax rate percentage from the selected tax code. This system-calculated field cannot be manually edited to ensure tax calculation accuracy and compliance. Displayed in the invoice currency with appropriate decimal precision (e.g., £15.00, $23.45). This amount is added to the net amount to determine the total line item cost and is aggregated across all lines for overall invoice tax reporting and VAT return submissions.
Total	Auto-generated total of line item

Item Breakdown

Cost Invoice Additional Icons

Icon	Feature	Description
	Add Line item	Adds an additional line item to the invoice.
	Approve Invoice	Approves the Cost invoice.
	Delete	Deletes the Cost Invoice- this can only be done in draft status.
	View Source	Clicking this icon from a line item will hyper-link the User to the base Task
	Link Object to invoice line item	If raising a manual Line Item the User may wish to link the line item back to a system entity. From the line item click the icon from the drop down select the item to link. Check Deduct value from future auto-generated invoices if the line item amount is to be deducted from future generated invoices.