Invoices Management Power BI Dashboard [Multi-Project Power BI Dashboard]

In our previous articles, we explored key pages of the enterprise Power BI dashboard, from cost performance and manpower trends to procurement tracking and engineering submittals. Each of these pages tackled a specific challenge in managing multiple projects at once — helping teams move from scattered spreadsheets to structured, real-time insights.

But no matter how well a project is planned, financial control remains one of the most critical (and complex) aspects. Between supplier payments, subcontractor billing, and outgoing client invoices, project teams often find themselves buried under approval chains, delayed updates, and disconnected records.

In this article, we focus on two dedicated pages within our Power BI Dashboard for Multiple Projects: Invoices In and Invoices Out. These pages were designed to bring full visibility to both sides of the payment process, tracking what the project owes, what it’s owed, and how both streams impact cash flow and control.

Whether you’re a planner, project manager, or cost controller, these dashboard pages give you the tools to monitor invoice statuses, identify delays, and make informed decisions faster.

A- Invoices Management Power BI Dashboard [Invoices-In]

Planned vs Actual Invoiced Amount

One of the most important visuals on the Invoices In page is the timeline comparison between the Planned Invoiced Amount and the Actual Invoiced Amount. In this bar chart, each month shows two columns:

• The orange bar represents the amount that was planned to be invoiced during that period.
• The blue bar shows what was actually invoiced.

This visual makes it easy to monitor how closely the financial execution aligns with the original forecast. For example, if the blue bar is consistently lower than the orange, that may indicate delays in receiving subcontractor or supplier invoices, a red flag for financial coordination or data reporting.

To make the chart more actionable, users can apply interactive filters to display:

• Paid invoices, to monitor cleared amounts.
• Not Due invoices, to track what’s expected soon.
• Payment Delayed invoices, to highlight overdue items needing immediate attention.

VAT (Value Added Tax) Trend

The second visual on this page is a VAT 15% Trend Chart, which shows how the total VAT amount has changed over time. This area chart plots monthly VAT values calculated from the incoming invoices, helping the team understand financial exposure related to taxes at any point in the project lifecycle.

On the top-right corner of the visual, the total accumulated VAT value is displayed for easy reference. This single figure acts as a quick summary for decision-makers who want a snapshot of tax impact without digging into the timeline.

The strength of this chart lies in trend analysis. For example, sharp increases may reflect a spike in invoicing volume, while drops could indicate a slowdown in procurement or delays in invoice submission. This makes it not just a tax chart, but a valuable indicator of financial activity across all projects.

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In Invoices Detailed Data

Just like in other pages of the Power BI Dashboard for Multiple Projects, this section includes a detailed table that shows all relevant data for each invoice. It allows users to move from high-level visuals into the granular details — giving them full transparency over every line item.

The table includes columns such as:

• Project Number
• Invoice ID and Description
• Category (e.g., fees, materials, services)
• Vendor name
• Quantity and Unit Price
• Retention and VAT
• Planned Payment Amount and Due Date
• Actual Payment Amount and Actual Payment Date

This makes it incredibly easy to cross-check values, validate payments, follow up with vendors, and resolve disputes, all from within the same reporting system.

The power of this table lies in its interactivity. When paired with slicers or filters (by date, vendor, or status), it becomes a dynamic tool for project accountants, procurement engineers, and finance teams to drill down and take action.

Instead of flipping between Excel files and email threads, everything is in one place, searchable, filterable, and updated automatically.

Search Bar with Invoice ID in Invoices Management Power BI Dashboard

This simple yet powerful search box allows users to instantly locate any specific invoice using its Invoice ID. Especially when managing multiple projects and hundreds of transactions, searching manually through tables can be time-consuming, this input field eliminates that friction.

By typing part or all of the invoice ID, users can filter the entire page to show just the record they’re looking for. This is particularly helpful during audits, payment follow-ups, or when a vendor references a specific invoice in communication.

Total Cash and Total Retention in Invoices Management Power BI Dashboard

These two key indicators provide a quick snapshot of the financial summary for all incoming invoices across the project portfolio.

• Total IN Cash shows the full value of cash payments recorded for received invoices.
• Total IN Retention displays the cumulative amount withheld as retention, often used to secure performance guarantees or delayed payments.

These figures act as high-level financial KPIs within the Power BI Dashboard for Multiple Projects, giving project managers and finance teams immediate visibility into total disbursements and outstanding retention.

They’re especially useful in meetings and reporting reviews, where decision-makers need a fast, clear summary without scanning detailed tables or visuals. These totals update automatically with any filter applied on the page, ensuring they always reflect the selected project, period, or status.

B- Invoices Management Power BI Dashboard [Invoices-Out]

The second part of this article focuses on the Invoices Out page, which mirrors the structure and functionality of the Invoices In page, but tracks the opposite direction of cash flow. All visuals on this page follow the same logic: comparing planned vs actual invoicing, analyzing VAT trends, and listing invoice-level details.

This unified structure was intentional. By using the same layout, filters, and visual types, users don’t need to relearn the interface, they can quickly switch between incoming and outgoing financials with confidence. Whether you’re checking what the project team has been billed or what your company has billed the client, everything is tracked side by side, clearly and consistently, in the same Power BI Dashboard for Multiple Projects.

Final Thoughts

Building and using an Enterprise Power BI Dashboard transforms how project teams and decision-makers monitor performance, detect risks, and manage resources across multiple projects.

With the right structure and data connections, this dashboard becomes more than a reporting tool, it becomes a live command center for progress and performance.

If you found this tour insightful and want to create a dashboard for your project, send us a message and let us help.

Check our reporting services here: https://planningengineer.net/reporting-system-services/

Check other dashboard pages:

1. 1. How We Helped a Client Build a Power BI Dashboard for Multiple Projects in Saudi Arabia
   2. A Tour of an Enterprise Power BI Dashboard [Multi-Project Power BI Dashboard]
   3. Engineering Power BI Dashboard [Multi-Project Power BI Dashboard]
   4. Procurement Power BI Dashboard [Multi-Project Power BI Dashboard]
   5. Issue Management Power BI Dashboard [Multi-Project Power BI Dashboard

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