Invoices in CoordHub are built from approved activities. You don’t manually enter line items — you select the activities you want to bill and CoordHub assembles the invoice.
Before you start
Activities must be Approved before they can be invoiced. If you have activities in Draft or Pending status, get them approved first.
Creating an invoice
For NDIA-managed participants, “creating an invoice” in CoordHub actually queues the activities for the PRODA export — there’s no traditional invoice document sent to the NDIA. The PRODA CSV file is your claim.Go to Finance → Invoices
In the sidebar, click Finance, then Invoices. Click New Invoice.
Select the participant
Type the participant’s name. CoordHub shows matching participants with approved, un-invoiced activities.
Select activities to include
Tick the activities you want to include. Check amounts and support items before continuing.
Review and confirm
CoordHub shows the invoice summary. For NDIA-managed participants, the recipient shows as “NDIA” and the activities will appear in the next PRODA export.
Create the invoice
Click Create Invoice. Activities move to Billed status and are available in Finance → PRODA Export.
For plan-managed participants, CoordHub creates a traditional invoice PDF that you send to the plan manager.Go to Finance → Invoices
In the sidebar, click Finance, then Invoices. Click New Invoice.
Select the participant
Type the participant’s name. CoordHub shows matching participants with approved, un-invoiced activities.
Select activities to include
Tick the activities you want to include. Check amounts and support items before continuing.
Review the invoice
CoordHub builds the invoice preview. Check the plan manager’s details in the recipient field — confirm you’re sending to the right plan manager if the participant has budgets with different plan managers.
Send the invoice
Click Send Invoice. CoordHub emails the invoice PDF to the plan manager’s email address on file. The plan manager should process payment within their standard payment terms.
Returning an invoice to draft
If you need to correct an invoice after creating it but before sending, click Return to Draft on the invoice detail page. Once an invoice has been sent, contact your administrator — they can return it to draft if needed.
Once an invoice is sent, the activities it contains are locked — they can’t be added to another invoice or returned to the billing queue without an administrator returning the invoice to draft first.
