Onboarding Mid-Project: How to Record Previous Invoicing So Budgets Are Accurate

Article Contents

1. Introduction
2. Option 1: Add Previous Invoicing at the Project Level (Summary)
3. Option 2: Set Opening Claim Adjustments by Subtask (Detailed)
4. Which Option Should I Use?

Introduction

If you’re onboarding into Hiro and already have active projects underway, it’s common to ask:

“We’ve already invoiced part of this project outside of Hiro. How do I show what’s already been billed so Hiro tracks the correct remaining budget?”

This article covers two ways to bring across your invoicing history depending on how detailed you want that history to be.

Option 1: Add Previous Invoicing at the Project Level (Summary)

If you just want Hiro to account for the total amount already invoiced before moving over, and don’t need to break it down by scope or task, you can use the Import Invoices tool. This lets you bring in header-level information from each invoice — such as invoice number, issue date, due date, and total amount — and attach each one to the appropriate project.

Hiro then automatically calculates the total of all imported invoices linked to each project and treats that amount as previously claimed, so your overall project budget tracking starts from the correct balance.

📖 Read: Importing Invoices into Hiro

Use this option if:

• You’ve already invoiced work outside Hiro
• You want those invoices recognised against the correct project
• You don’t need to break them down by individual scope or subtask within the project

Option 2: Set Opening Claim Adjustments by Subtask (Detailed)

If you’d like Hiro to track prior billing against individual scopes of work, you can apply an Opening Claim Adjustment to each subtask in the project’s Work Schedule.

A Work Schedule in Hiro is where you define the agreed scope, budget, and fee structure for a project. It’s the foundation for tracking time, budgets, and invoices in a structured way.
📖 Learn more about Work Schedules

Each job has its own Work Schedule, assigned during the initial project lodgement, but it can be updated later through the Edit a Project page if you didn’t add it at the start.

Opening Claim Adjustments are configured when you raise your first invoice in Hiro for that project — not during the initial setup of the Work Schedule. This allows you to indicate what has already been billed for each subtask before transitioning to Hiro.

To add an Opening Claim Adjustment:

1. Make sure a Work Schedule has been added to the job (either when the job was first lodged in Hiro, or by editing the job)
2. Go to Financial > Invoices > New invoice
3. Choose the relevant job

4. Click the Claims to Date progress bar on the subtask you need to adjust

   

5. Enter the amount already invoiced outside of Hiro in the Opening Claim Adjustment field

   

6. Click OK, then Save the invoice

💡 Hiro will now show that part of the subtask’s budget has already been used, and only the balance remains available to invoice.

Which Option Should I Use?

Here’s a quick guide:

Still unsure which path suits your setup best?

📅 Book a quick check-in — we're happy to talk through with you your current projects and help get things lined up.