How do I create an invoice?

Create a project invoice with these steps:

Open the project > invoices tab.
Click the 'add' button in the top right corner to create a new draft invoice.
Confirm the invoice contact and address details.
The details of the 'invoice contact' nominated on the project contacts tab default into these fields. Update these details if required:
1. Contact - the company or individual contact name that is responsible for paying for the project invoice.
2. Attention - the person at the contact who the invoice should be marked as 'attention to'.
3. Address - the address that this invoice should be posted to. For example the postal address defaults into this field, but you could alter this to be the street address from the company contact.
  Note: If the invoice needs to be sent C/O another contact, then select that C/O contacts address from the drop down list.
(Optional) Invoice numbers are assigned automatically to new invoices by using the next available number in the default invoice number sequence. Whilst the invoice is in draft status the invoice number of "DRAFT" is allocated. Assign a custom invoice number by selecting an invoice prefix from the drop down list, and then click assign next number .
Set the invoice date and payment terms.
1. Invoice terms - choose a invoice payment term from the list. This sets the number of days from the invoice date that the payment is due.
2. Invoice date - select the date from the calendar when the invoice will be sent to the client. This is often set to be the last day of the month.
3. Invoice from - select the first date of the invoicing period. For example if you want to invoice all the transactions entered in November 2018, you would select the date 1st November 2018 from the calendar. Transactions before this date are not available to be included on the invoice.
4. Invoice to - this defaults to be today's date. Update this date using the calendar if required to set the last date for the transactions that can be included on this invoice. For example if you want to invoice all the transactions entered in November 2018, you would select the date 30th November 2018 from the calendar. Transactions after this date are not available to be included on the invoice.
5. Due date - the due date is read only to show you when the invoice payment will show as due in aged debtor reports. This is the invoice date plus the number of days in the invoice payment term selected.
Create the invoice value by selecting stages and transactions by
1. In the stage table check the box next to each stage that you want to include in this invoice.
2. Build the stage fee by either:
  - For fee types fixed fee or percent of project - type the invoice value (ex tax) into the total field for the stage. All transactions in the invoice from and to date range will be automatically included on the invoice. Click the stage name to edit the list of attached transactions.
  - For fee types hourly rates or capped rates - or click the stage name to open the stage modal, and build the stage invoice total by selecting which transactions should be included on the invoice. Adjust the 'invoice rate' or 'invoice value' column against each transaction if you require to alter the value that will be shown for the transaction on the invoice.
  - Note: Click the arrows in the stage modal to toggle between the list of project stages to review the list of transactions for each stage.
(Optional) Enter an invoice summary note - Add a note that can appear on the invoice document. Try using the 'standard summary' text to copy in the date range of the invoice as the note, or copy an invoice summary note from another invoice. This field can be left blank if required.
Double check the totals panel in the bottom right corner to make sure the invoice total is correct.
Finalize the invoice to lock the invoice from any further edits. Click the arrow on the save button in the top right corner, and select the 'save and finalize' option. A finalized invoice document is created with an invoice number assigned.
Share the invoice document to send a PDF of the finalize invoice document to the client using the project portal or via email by:
1. Click the 'share' button in the top right corner of the open finalized invoice.
2. The invoice contact is shown as the 'share to' contact by default. Add any extra contacts who require to receive the invoice to this list.
3. Update the following details on each contact row:
  - Share to portal - check that the contact has 'full' portal access listed so they can login to the portal and download this invoice.
  - Send via email PDF - if you want to send this as a PDF email attachment to the contact then select either the TO or CC buttons.
4. Click the save button and the email for the portal share or the email PDF attachment is sent to the selected contacts.

Whats next: Enter invoice payments or creating credit notes.

Articles in this section

Comments

Articles in this section

Related articles