Invoice glossary

Within an open invoice (draft or finalized) the following details are shown:

Invoice details

The following details are shown in the top section of the invoice. These are used to address the invoice, apply and invoice number, and set the invoice period.

1. Contact - The name of the company or individual contact that the invoice will be sent to. This is the person or company that will owe you the money shown on the invoice document. This defaults to be the 'invoice contact' that was selected on the project contacts
2. Attention - The name of the personnel or individual contact that will be shown in the 'attention to' field of the invoice document. This defaults to be the 'invoice contact' that was selected on the project contacts
3. Address - This defaults to be the postal address for 'invoice contact' that was selected on the project contacts. If you want to send the invoice care of (C/O) another contact, then change this address to be the address of the C/O contact required. The addresses for all the project contacts are shown in this drop-down list. If you are not finding the address you require then add the contact the project contacts tab.
4. Invoice number - Draft invoices initially shows with the invoice number of 'DRAFT'. An invoice number can be assigned to a draft invoice, or it will be automatically assigned as the invoice is finalized. The number automatically applied will use the 'default' invoice number option (prefix and numbering combination). Invoice number options are set up by your System Administrator. Apply a custom invoice number by selecting the invoice number prefix, and clicking the button to apply the next available number for that prefix sequence.
5. Payment terms - The default payment term is apply to draft invoice, which controls the default number of days in which the invoice will be due. Select an alternate payment term from the drop-down if required, and this will automatically update the invoice 'due date' field. Payment terms are set up by your System Administrator.
6. Invoice date - The date of the invoice is normally set to be the date the invoice was created or is planned to be sent to your client. For example, you are completing the invoicing for the month of October 2019 and plan to send out the invoice at the end of the month, then set the invoice date to 31st October 2019.
7. Due date - The invoice due date is a read-only automatically calculated field. This is the invoice date plus the payment terms. For example, an invoice date of the 31st October 2018 with payment terms of 30 days would create an invoice due date of 30th November 2016. The due date is used by the aged debtor reporting.
8. From date - Select the start date of the invoicing period that will be covered by this invoice. This controls which transactions can be attached to the invoice, where this is the first date of the timesheet or expense transactions that can be included. This date defaults to the date of the oldest transaction on the project that is in WIP status and can be invoiced. If there are no WIP status transactions to be included then this defaults to be today's date. Update the from date field to be the required date using the calendar.
9. To date - Select the last date of the invoicing period that will be covered by this invoice. This controls which transactions can be attached to the invoice, where this is the last date of the timesheet or expense transactions that can be included. This date defaults to be the date of the most recent WIP status transaction for the project, or if there are not any transactions yet then this will default to be today's date. Update the to date field as required using the date drop-down calendar.
10. Shared with - This is shown in finalized invoice views. The number of contacts that the invoice has been shared with is shown. Click the edit button to view the shared with details.

Invoice totals panel

1. Total - the total value of the invoice excluding any taxes. This is the sum of the total invoice value for all of the included stages.
2. Tax - the total tax value for all the included stages. The tax rules are selected for each stage, which means a mix of tax rules can be used on the same invoice.
3. Total inc tax - the total value of the invoice plus the tax value. This is the amount the client needs to pay for this invoice.
4. Payments - any entered invoice payments for this invoice are shown within the finalized invoice. Learn more about entering invoice payments.
5. Credit note / Write-off / Reversal - these items can only be shown against a finalized invoice. A row is shown in the totals panel for each credit note, write-off credit, or credit note reversal that is applied to the invoice. Learn more about credit notes.
6. Owing - this is shown against a finalized invoice to show the value that client has not yet paid. This is the total invoice value inc tax less any credits or payments.

Stages table

The following columns are in the table used to select which stages are included on the invoice.

1. Stage - the stage name is shown. If the stage name of 'work' is listed then it is a 'simple project'. If other stage names are shown then this is part of a 'full work breakdown project'. Click the stage name to open the pop-up that allows you to edit the linked transactions.
2. Fee type - the fee type of the stage is shown. For simple projects, this will always show the fee type of 'fixed fee'. For full work breakdown projects, this will show once of these fee types that control how this stage is invoiced to the client: fixed fee, percent of project, capped rates, or hourly rates. Learn more about stage fee types.
3. WIP - the sum of the chargeable value of the WIP status transactions linked to this stage is shown. This is the potential value that can be invoiced for hourly rates or capped rate fee types. Or use this as the stage invoice total guide for the fee types fixed fee and percent of project. Only shown in a draft invoice.
4. Fee / Cap - the value of the 'fee' or the 'cap value' entered against the stage is shown. A cap value is only used by the fee type capped rates. The fee/cap is the maximum value that can be invoiced for the stage. Only shown in a draft invoice.
5. Inv % - the current invoiced percentage value of the fee is shown. For example, 50% of the fee value has already been invoiced to the client can be used as a guide that you can invoice another 50% of the fee to the client. Only shown in a draft invoice.
6. Tax rule - the tax code to be applied to the stage is shown. This lets you see if the stage is tax applicable or tax-free.
7. Total - the total dollar value that you want to invoice for this stage is shown. This defaults to be the value of the attached WIP transactions for the invoicing period. Type in an alternate value for stages with the fee type of fixed fee or percent of project. Or for stages with the fee type of hourly rates or capped rates then click the stage to open the transactions selected to adjust the total value.
8. Tax - the total tax value is automatically calculated from the tax rule selected and the total value entered. This is read-only information.
9. Total inc tax - this is a read-only field that shows the total value of the invoice plus the tax value. This is the total amount of the invoice that the client will need to pay.

Stages - transaction selection pop-up

Within a draft invoice, the following fields and columns can be seen in the pop-up shown when you select a stage and open the transaction selection pop-up. This cannot be seen for a finalized invoice.

1. Stage name - the stage name is shown. If the stage name of 'work' is listed then it is a 'simple project'. If other stage names are shown then this is part of a 'full work breakdown project'.
2. Fee type - the fee type of the stage is shown. For simple projects, this will always show the fee type of 'fixed fee'. For full work breakdown projects, this will show once of these fee types that control how this stage is invoiced to the client: fixed fee, percent of project, capped rates, or hourly rates. Learn more about stage fee types.
3. Manager - the stage manager setup in the work breakdown is shown, to help you know who to ask if you have queries about the attached transactions.
4. Agreed fee - the 'fee' defined for the stage. Shown for fixed fee or percent of project fee type stages.
5. Previously invoiced - the total value already invoiced for the stage.
6. Invoiced % - the current percentage of the agreed fee that has already been included on invoices. Shown for fixed fee or percent of project fee type stages.
7. Residual - the value that can be included on future invoices for this stage. This is the 'agreed fee' less the 'previously invoiced' value.
8. Budget - this feature is coming soon.
9. Budget variance - this feature is coming soon.
10. Budget % - this feature is coming soon.
11. Forecast this month - this feature is coming soon.
12. Invoiced this month - the value that has already been invoiced this month for this stage.
13. Date - this is shown in the transactions table to show the date of the staff timesheet, or the date of the expense.
14. Description - the description of the transaction is shown. For staff timesheets or staff expenses (cash and travel) this shows the name of the staff member that entered the transaction. For other expense types, this shows the name of the expense type such as 'office expense'.
15. Task - the task from the entered staff timesheet, or office item expense is shown. Tasks are not entered against cash and travel expense so this column will be blank for those types.
16. Note - click on the note symbol to view the entered note against the transaction. This lets you see the notes from staff timesheets or expenses if you are planning to show these on your invoice document.
17. Rate - the rate applied to the listed transaction via staff timesheets, or the entered expense.
18. Units - the number of units on the entered transaction. For staff timesheets this is the entered number of hours, for expenses this is the number of items that are being claimed.
19. Invoice rate - for hourly rate or capped rate fee type stages this field is shown. Use this to change the rate of the transaction for the invoice, as a method to markup or discount the transaction to the client. The chargeable value per unit is shown next to the rate in the drop-down list.
20. Invoice units - for hourly rates or capped rate fee type stages this field is shown. Use this to change the number of units that will be shown on the invoice to the client. This is a method to discount or surcharge the transaction to the client.
21. Value - the total value of the transaction for the invoice is shown. This is the invoice rate chargeable value multiplied by the number of invoice units.
22. Tax rule - select the tax rule to be used to calculate the tax total for this stage. This defaults to be the tax rate entered for the stage, but another tax rule can be selected as required.
23. Total ex. tax - the total value for the invoice stage excluding any taxes. For fixed fee and percent of project fee types, this value can be typed into this field. For capped rates and hourly rate fee types this value is automatically calculated based on the total sum of the invoiced 'value' for the transactions.
24. Auto invoiced % - if auto invoiced is checked, this will automatically calculate the invoiced percent complete based on the current invoice total. This is shown for fixed fee or percent of project fee type stages.
25. Tax - the tax total for the stage based on the selected tax rule is shown.
26. Tax adjustment - this field can be used to adjust the tax total if there are any rounding issues.
27. Total inc tax - the total value of the invoice for this stage that the client will need to pay.