Invoicing

How to Invoice

1. Your job must not be using the "Internal" rate/budget type. This is meant for tracking internal jobs only.
2. Your job should have a workflow (of components) with some budgets configured - or the job should have a fixed budget set.

Once you have confirmed these requirements, click the Invoice button as shown in the image to the right. You can also click Process > Invoice to take a look at the job invoicing screen.

If you haven't approved any time on a job, then you can't invoice for the "actual approved amounts" - but you can still invoice for a percentage of the budget.

Invoice for a % of the project budget

This is useful for creating a deposit invoice - where you require the client to pay 50% (for example) before work commences.

1. Enter a subject for this invoice.
2. Select the contact that the invoice should be emailed/sent to.
3. Select which staff member should manage this invoice. The invoice will appear to come from them.
4. On the right hand side you can select the Invoice % of the budget option and enter a value between 1 and 100.
   
   
5. The end column called This Invoice will update to show the amounts to be invoiced for each component. Note that you can manually override these values.
6. Any amounts that you invoice will then be tracked in the "Invoiced" column.
7. If you wish to exclude a line item (effectively, a component) you can mouse-over that line item name and then click the red X to remove it.
8. At the bottom of the invoice you can add a description/notes to the invoice which the client will see.
9. You can adjust the invoice created date and due date.
10. The delivery options allow you to email the invoice to the client upon saving, or using the postal option you can email the invoice to your accounts staff for them to print and post.

Line Items

Each component translates into a line item when you are invoicing. There is also a special line item for the job itself - this is incase you allocated some budget for the job which you don't want classified into a component.

Using the first row you can bulk update the tax and ledger/account code for each line item - or you can manually adjust each.

If you see an orange or blue marker in the corner of a cell, this indicates there is additional information available to explain that figure. Hover it with your mouse.

To remove a line item from this invoice (only this invoice - it will still be available next time you visit this screen), hover it with your mouse and click the red X. - Quite often, you may wish to remove the job line item, since this is a general item and may not have any budget (as your budget is typically spread over several components).

Invoicing for approved work (do and bill)

 Before invoicing for work that you have done, you should approve the work using the Approvals process.

For example, if the payment terms of your job allow you to invoice the client every month for work that is completed in that month, then each month you would firstly review the job for all work done, and approve everything that you feel should be included in the month's invoice. Then when you arrive at the Invoice Job screen, the amounts just approved will be automatically ready for invoicing.

If you want to invoice for a different amount than what was approved, you can easily do this by modifying the values in the final column.

Why are some approved hours not translating into dollar amounts?
- Check if there is any credit against the component. If so, it is likely that the approved hours are still less than the credited hours, so you shouldn't yet bill for the service hours until the credit hours are consumed.

What about product/fixed charges?
- These aren't included in the approved amounts - they are tallied in the Allocated column. You can invoice for them at any time - just add the amount into the final (This Invoice) column for that line item.

Allocated:

This column will keep a tally of any credit amounts that have been used, and fixed costs that will need invoicing on top of what has already been invoiced. Therefore, when finalising the accounts for a job, you should confirm that the invoiced amount matches the allocated amounts.

Remember the top row is the summary, so in the second row, we can see that nothing has been invoiced for this componente, but 28 minutes is allocated and $1,000.00 has been allocated. This means 28 minutes of credit has been processed, and $1,000.00 of a product/fixed fee is ready for invoicing.

The second line item reveals that $563.79 has been allocated, and the same amount has been invoiced, so this line item is clear.

If you have approved time into a contract package, this time would also appear here as allocated, with a special marker to help you identify that the time does not need to be invoiced for from the job, since it is part of a package.

Hover a field in the Invoiced column to see more information as indicated by the blue marker.

Review Job Invoices

Finally, to see all invoices against a job, click the Invoices tab from the middle column on the View Job screen.

Click through to the invoice to see more details.