Invoicing module
- Oksana Vishchuk
- Filip Chudy
- Damian Rozmiarkowski
Introduction
In this module, you can manage incoming and outgoing financial documents, such as invoices, payments, and credit notes.
Client Invoices tab
In this tab, you can browse, add, open, and manage available invoices. By default, you see the list of all invoices, with several filters on top of the table and information about clients, tasks value, net total and unpaid amounts, invoice and payment statuses in columns. You can select another view or create a new one by clicking on the View drop-down menu.
To learn more about views, see the Smart views article.
Views with pre-sorted invoices (Invoices to be paid, Not ready, Overdue, Ready pro forma) are available in the View drop-down menu.
To add a client invoice, click the Add Task-based Client Invoice button. Click the icon next to this button to add a prepayment-based or empty client invoice.
For details, see the Create a client invoice guide.To open an invoice, click on its line in the list. To open an invoice in edit mode, click the icon in the last column. For detail, see the Client invoice page article.
To preview or download an invoice, click the icon in the last column.
To download the list of invoices in a CSV file, click the Export button.
If you select one or several checkboxes in the left column, additional buttons appear on top of the list of invoices.
Click the Download button to open an invoice in PDF format or download several invoices in a ZIP file.
Click the Duplicate button to create another invoice with the same details except for tasks, tasks value, and dates.
Click the Send Reminders button to send e-mails about unpaid invoices. The content of the reminder is defined by the template selected in Configuration menu > Templates > Notifications > Templates tab for the E-mail/Text Message to Client: When client is reminded about a delayed payment. For more information about the notification templates, see the Templates - Notifications - Templates tab article. (After the 9.9 version release, this option has changed and without changing the invoice status to "Sent" it is not possible to send a reminder).
Click the Mark as Fully Paid button to change the payment status of the selected invoices. The Mark as Fully Paid pop-up window appears.
(For invoices in Not Ready status) Click the Delete button to delete the selected invoice.
(For invoices in Ready or Sent statuses) Click the Issue a Credit Note button to make corrections to the already issued invoice. To learn how to create a credit note, see the Add a credit note guide.
If you select several invoices, only the Download, Send Reminders, and Mark as Fully Paid additional buttons are available.
If the pro forma invoices are allowed on the Home Portal, an additional drop-down menu Add Task-based Client Pro Forma Invoice will appear.
Right-click on the invoice to open a drop-down menu of the applicable actions.
Hover over the headers of the payment and value-related columns and click the icon to open the Column Sum pop-up window. Here you can check the value of all entities listed in this view in different currencies and in the base system currency.
Client Receivables tab
In this tab, you can overview the invoiced receivables. By default, you see the list of all invoiced receivables with several filters on top of the table and information about clients, invoices, amounts, due dates, and payment plans in columns. You can select another view or create a new one by clicking on the View drop-down menu.
To learn more about views, see the Smart views article.
Views with pre-sorted receivables (Overdue, Paid, Unpaid) are available in the View drop-down menu.
To open an invoice for a receivable, click on its line in the list. To open an invoice in edit mode, click the icon in the last column.
To download the list of receivables in a CSV file, click the Export button.
If you select one or several checkboxes in the left column, two additional buttons appear on top of the list of receivables.
Click the Add Payment button to add a payment for one or several receivables for the same client. For details, see the Add a client payment guide.
Click the Send Documents button to send to the selected clients their account statements. The Client Account Statement pop-up window appears.
From the Document Template drop-down list, you can select the desired template for the account statement.
To preview or download the account statement, click the icon.
To edit the e-mail sent to the client along with the account statement, click the icon.
Right-click on the receivable to open a drop-down menu of the applicable actions.
Hover over the headers of the payment and value-related columns and click the icon to open the Column Sum pop-up window. Here you can check the value of all entities listed in this view in different currencies and in the base system currency.
Client Payments tab
In this tab, you can see the list of all client payments. By default, you see the list of all payments with several filters on top of the table and information about clients, received and unassigned amounts, and payment dates in columns. You can select another view or create a new one by clicking on the View drop-down list.
To learn more about views, see the Smart views article.
To open a payment, click on its line in the list. To open a payment in edit mode, click the icon in the last column.
To delete a payment, select a checkbox in the left column and click the Delete button that appears on top of the list of payments, or right-click on a payment.
To add a payment, click the Add Payment button on top of the list of payments. For details, see the Add a client payment guide.
Hover over the headers of the payment and value-related columns and click the icon to open the Column Sum pop-up window. Here you can check the value of all entities listed in this view in different currencies and in the base system currency.
Vendor Invoices tab
In this tab, you can browse, add, open, and manage available vendor invoices. By default, you see the list of all invoices, with several filters on top of the table and information about invoices, vendors, jobs value, gross total, invoice and payment statuses, and the payment due date in columns. You can select another view or create a new one by clicking on the View drop-down menu.
To learn more about views, see the Smart views article.
Views with pre-sorted invoices (Bill received, Confirmed, Overdue, Postponed, Sent, To be sent) are available in the View drop-down menu.
To add a vendor invoice, click the Add Vendor Invoice or Add Empty Vendor Invoice button. For details, see the Create a vendor invoice guide.
To open an invoice, click on its line in the list. To open an invoice in edit mode, click the icon in the last column. For details, see the Vendor invoice page article.
To preview or download an invoice, click the icon in the last column.
To download the list of invoices in a CSV file, click the Export button.
If you select one or several checkboxes in the left column, additional buttons appear on top of the list of tasks.
Click the Send Selected button to send the selected invoices to vendors.
Click the Mark as Fully Paid button to change the payment status of the selected invoices.
Click the Change Status to Bill Received button to change the invoice status of the selected invoices.
(For invoices in Postponed, To be Sent, and Sent statuses) Click the Delete button to delete the selected invoice.
The Delete button is available only when a single invoice is selected.
Right-click on the invoice to open a drop-down menu of the applicable actions.
Hover over the headers of the payment and value-related columns and click the icon to open the Column Sum pop-up window. Here you can check the value of all entities listed in this view in different currencies and in the base system currency.
Vendor Payables tab
In this tab, you can overview the invoiced payables. By default, you see the list of all invoiced payables with several filters on top of the table and information about vendors, invoices, amounts, due dates, and payment plans in columns. You can select another view or create a new one by clicking on the View drop-down list.
To learn more about views, see the Smart views article.
Views with pre-sorted payables (Overdue, Paid, Unpaid) are available in the View drop-down menu.
To open an invoice for a payable, click on its line in the list. To open an invoice in edit mode, click the icon in the last column.
To download the list of payables in a CSV file, click the Export button.
If you select one or several checkboxes in the left column, the Add Payment button appears on top of the list of payables. Click this button to add a payment for the selected payables for the same vendor. For details, see the Add a vendor payment guide.
Right-click on the receivable to open a drop-down menu of the applicable actions.
Hover over the headers of the payment and value-related columns and click the icon to open the Column Sum pop-up window. Here you can check the value of all entities listed in this view in different currencies and in the base system currency.
Vendor Payments tab
In this tab, you can see the list of all vendor payments. By default, you see the list of all payments with several filters on top of the table and information about vendors, paid and unassigned amounts, and payment dates in columns. You can select another view or create a new one by clicking on the View drop-down list.
To learn more about views, see the Smart views article.
To open a payment, click on its line in the list. To open a payment in edit mode, click the icon in the last column.
To delete a payment, select a checkbox in the left column and click the Delete button that appears on top of the list of payments, or right-click on a payment.
To add a payment, click the Add Payment button on top of the list of payments. For details, see the Add a vendor payment guide.
Hover over the headers of the payment and value-related columns and click the icon to open the Column Sum pop-up window. Here you can check the value of all entities listed in this view in different currencies and in the base system currency.