Invoice Title
This is the title of the self billing invoices. Usually this would be set as Invoice, or Self Billing Invoice.
Invoice Item Description Template
This template allows you to configure the text which is automatically generated for each line item in the invoice. The available tags are listed below:
Tag | Description |
[JOBNAME] | The description of the task which the time or expense claim was logged against |
[EMPLOYEENAME] | The name of the employee which the invoice is for |
[COMPANY] | The name of the client against which the time or expense claim is being logged |
[DATE] | The time period which the item relates to |
Invoice No. Prefix
Setting an invoice number prefix will allow you to set up an alphanumerical sequence which will appear before each invoice number generated by Timesheet Portal. Invoice prefixes can use the following substitution tags to generate a dynamic prefix based on the employee record. When generating invoices, a sequential number is still generated, but the invoice prefix gets appended at the start of the invoice number. If you export your invoices into accounting packages that don't support alphabetical characters in invoice numbers, only the numerical part on the right hand side of the invoice number is exported.
Tag | Description |
[EMPLOYEENAME] | The employee's full name |
[EMPLOYEECODE] | The employee's name |
EMPLOYEEACCOUNTINGREFERENCE] | The employee's accounting code |
Default Payment Due Days
This is the number of days from the invoice date when it falls due. You can override the payment terms on a per-employee basis, or leave the employee payment terms blank to use the account default.
Email Notifications
There are multiple email notifications which you can enable for self billing. Each one can have its content modified by clicking on the Edit Email Template link on the right-hand side of the notification description. Emails sent as notification of a self billing invoice being created or approved will result in the invoice being attached to the email as a PDF.
Auto-Approve Invoices when they are Generated
This will create new self billing invoices with a status of Approved, thereby bypassing the approval process from the employee.
Auto-Create Invoices when a Timesheet is Approved
Enabling this option results in a self billing invoice being generated automatically as soon as a timesheet for the employee is approved.
Enable CIS Deductions
Enabling CIS deductions inserts a deduction in the automatically generated self billing invoices as per the CIS options chosen on the employee record.
Default Invoice Item Time Grouping
Setting a default time grouping will allow you to specify the invoice item time grouping used for automatically generated invoices created when a timesheet is approved (this option does not affect invoices generated automatically for expense forms).
Default Template
The template you select will determine the format for how your self billing invoices will be generated. You can see the invoice template design by going to Settings > Client Invoicing. If you would like a bespoke invoice to be created for your Timesheet Portal account, please contact the Timesheet Portal sales team for a quote.
Include Employees' Bank Details in Invoice Footer
Selecting this setting will input the employeeteerm's bank details into the invoice footer. The bank details will be taken directly from the employee record Bank Details tab.
Invoice to Company Name
This is the name of the organisation which the self billing invoice is charging to. In other words, this is your organisation, or possibly a different organisation name depending on your business structure.
Invoice to Address
The address of the organisation which the self billing invoice is charging to.
Invoice footer
Use this to configure a footer which appears in all your invoices. Please note that employees can configure their own personal footers which could, for example, include their own bank account details or other information they wish to have included in their invoices.