Project Invoices
This guide provides detailed instructions on managing project invoices, including creating new invoices, viewing existing ones, and exporting invoice data for reporting purposes.
1. Overview of the Invoice Screen
The “Invoices” tab within a project allows users to manage all associated invoices. Below are the key features of the screen:
- + Create Invoice: Click this button to create a new invoice manually.
- + Create TimeLog Invoice: Use this button to generate an invoice based on the project’s time logs.
- + Create TimeLog & Expense Invoice: Use this button to create an invoice combining both time log and expense data.
- Export: Click this button to download the list of invoices in a CSV or Excel format.
- Status Dropdown: Filter invoices by their status, such as Paid, Unpaid, or Canceled.
- Search Bar: Use the search bar to find specific invoices by keywords such as invoice number, client name, or status.
- Invoice Table: The table displays key information about each invoice, including:
- Code: A unique identifier for the invoice.
- Invoice Number: The sequential number assigned to each invoice.
- Project: The associated project name.
- Client: The client to whom the invoice is issued.
- Total: The total amount for the invoice, including taxes and discounts.
- Status: The current status of the invoice (e.g., Unpaid, Paid, Canceled).
- Actions: Options to view, edit, or delete the invoice.
2. Creating a New Invoice
To create a new invoice, follow these steps:
- Click the + Create Invoice button on the “Invoices” screen. This opens the “Create Invoice” form.
- Fill in the following fields in the form:
- Invoice Number: A unique identifier for the invoice. This is typically auto-generated but can be edited if needed.
- Project: The project associated with the invoice. This field is pre-filled based on the selected project.
- Client: The client to whom the invoice is issued.
- Invoice Date: The date the invoice is created.
- Due Date: The deadline for payment.
- Currency: Select the currency for the invoice (e.g., USD, EUR).
- Time Log From/To: Specify the time period for which the invoice is being created (if applicable), to pull all hours an expenses to bill the client.
- Tax Calculation: Choose how taxes should be calculated (e.g., After Discount).
- Under the Description section, add the items or services being billed:
- Description: Enter a brief description of the item or service.
- Quantity: Specify the number of units.
- Unit Price: Enter the price per unit.
- Tax: Apply any applicable taxes.
- Review the Sub Total, Discount, and Total Amount fields at the bottom of the form.
- Click Save to finalize the invoice or Cancel to discard it.
3. Managing Existing Invoices
The “Invoices” screen allows you to view and manage all existing invoices. Here’s how:
- View Details: Click the “View” button in the “Actions” column to view detailed information about an invoice.
- Edit Invoice: Depending on your permissions, click the “Edit” button to make changes to an invoice.
- Filter and Search: Use the status dropdown and search bar to quickly locate specific invoices.
- Export Data: Use the “Export” button to download invoice records for reporting or record-keeping purposes.
4. Tips for Efficient Invoice Management
- Ensure Accuracy: Double-check all invoice details, including client information, due dates, and amounts, before saving.
- Track Payment Status: Regularly monitor the status of invoices to follow up on unpaid amounts.
- Export Regularly: Export invoices periodically to maintain backups and generate reports.
- Use Time Logs: Take advantage of time log and expense-based invoices for more accurate billing.
