Our client invoicing module allows you to create manual invoices or generate them automatically using the charge rates and time allocated to your project. You can also include your approved expenses in client invoices as well. Our invoicing module will not create invoices for time/expenses that have already been invoiced, unless you tell it to. It will also not allow you to make changes to existing timesheets which contain time that has already been invoiced.
To generate automatic invoices, click Client invoicing in the left-hand page, and Invoices from the sub-menu to open the Client invoicing page. At the top left is a Create button. Click it and select Automatic invoices.
You must now fill in your options to allow the system to generate your invoices. These come under two headings, Invoice structure and Data Filters:
1. Invoice structure
Invoice date
This is the date of the invoice, which may be set in the past or future.
Invoice no. prefix:
This is the prefix inserted before the actual invoice number, e.g. if you want your invoices to appear as INV-267,INV-268,INV-269, enter prefix INV-.
Start at invoice no.
This is the invoice number allocated to the first invoice that the system produces. Each subsequent invoice will have this number incremented by 1. The system will automatically suggest the next invoice number based on your maximum invoice number stored. You can modify invoice numbers after the invoices have been generated.
Invoice per
This drop-down menu allows you to specify how you wish to group your invoices:
Invoice per employee - Creates a new invoice for each employee worked for each client. If the employee has worked on multiple projects then they each be listed in the invoice.
Invoice per client - Creates a new invoice for each client. Each invoice will contain separate items for each employee worked for that client, also detailing the task they worked on.
Invoice per task - Creates a new invoice for each task, grouping together all the employees who worked on that task.
Invoice per task & employee - Creates a new invoice for each combination of work done per employee per task.
Invoice time grouping
This tells the system when to create a new invoice, for example if you choose weekly, and set your dates over a 4 week period, then a new invoice is created for each week. If you just want one invoice created for the entire time period, choose Don't Group.
Timesheet item time grouping
This option is similar to the one above, but defines how the actual line items in the invoice are split up. For example, if you are invoicing for a month, and want to have a new line in the invoice for each day worked, then choose Daily, or if you want a new line for each week worked, then choose Weekly.
Client & Client category
These two drop-downs allow you to filter which clients you will produce invoices for, either based on a specific client or a client category which you can configure for each client.
Time/Expenses filter
This is the time period which you will generate invoices for, and defines the date filters used to extract the time and expenses to invoice for. For time entries, this is the actual day which the timesheet contains time for. For expenses, this is the date of the expense entry, not the expense form.
Expenses grouping
Expense item time grouping
Primary item ordering
2. Data Filters
Cost centre
Client category
Clients
Time/Expense entries filter
Invoicing frequency
Include timesheets in invoices
Untick this option if you only want to invoice for expenses incurred but not time worked.
Exclude previously invoices timesheets/expenses
As the automatic invoice generation will only produce invoices for time/expenses which has not yet been invoiced, it will ignore any timesheets or expenses which are already linked to an existing invoice. If for some reason, you wish to produce another invoice for time/expenses which has already been invoice, then you should untick one or both of these options.
Include expenses in invoices
Untick this option if you only want to invoice for time worked but ignore all expenses.
Exclude previously invoiced expenses
Include exported timesheets