Creating an invoice

This article gives you a step-by-step guide for creating an invoice.

Where to start?

Below are the four places you can generate an invoice within your Projectworks environment:

  1. Projects > Project Name > Time Entries
  2. Projects > Project Name > Forecasts
  3. Projects > Project Name > Invoices
  4. Forecasts > All Forecasts > Three horizontal dots > Create Invoice

What's the best option for my project?

If your project is running on a time and materials basis, then the best place to start invoicing is from a project's time entries screen. From here you can check all the time entries (group by person, week, timecode, whatever makes sense for you) and if everything looks good you can start invoicing.

If your project is running on a fixed fee basis, the best place to start is either the project's forecasts screen or the main forecasts screen. 

Forecasts are essentially your billing schedule where you say; "on this month will bill this amount".

If the forecast needs updating you can do this here before launching a new invoice. If your organization works in a fixed fee mode and does all the invoices at once, the main forecasts screen is a great place for your team to review the billing schedule, project by project, creating invoices as you move down the list.


5 steps to send an invoice

Now you know where to create your invoice from, we'll take you through the steps for filling it in and getting it ready to dispatch!

  1. Check the dates
  2. Check the billing contact
  3. Check the amounts and associated time & expenses
  4. Check the line item structure
  5. Move your invoice through the approval process


Step 1:  Check the dates

    • When you create an invoice the issue date will automatically be set to the last day of the previous month
    • The due date will be what you set it as when creating the company (e.g. Days before invoice payment is due: 20)
    • If you need to change the date please be aware that the amounts on the invoice may change to reflect the time/expense entries and forecasts of the new timeframe. Read more about this here.


 

Step 2: Check the billing contact

    • This is to whom the invoice is addressed. You can create invoices without a billing contact but cannot progress past the draft stage until one has been entered.
    • Billing contacts can be created in Companies > Company XYZ > Contacts

 

Step 3: Check the amounts and associated time & expenses

The line item amounts will depend on the billing method:

  • T&M projects
    Will be set to use the amount or all-time or billable expense entries (regardless of any forecast that may have been entered)
  • Fixed projects
    Will be set to the forecast amount regardless of the time or billable expense entries. These entries will still be associated with the invoice without impacting the amount.

There is also a manual override where you can enter any amount you like. You can switch between methods, and have a combination of methods on the same invoice.


Invoice2

 


Historical time and billable expense entries 

It's possible to see very old entries, outside of the timeframe or your invoice. This is because any un-invoiced time and billable expense entries will be included on new invoices until they are 'dealt with'.

For time: either include the time entries in your invoice as per normal or write them off. Click here for more info on written off time. 

Future time and billable expense entries.

Any entries that have been logged after the invoice issue date will still appear on your invoice but will be unchecked, and therefore not included in the invoice. You can manually choose to include them (by checking them), or just ignore them.

 


Step 4: Check the line item structure


It's possible that you want to structure your invoice in a different way than a line per budget, for example, you may want all your billable expenses to be presented individually, even though they are logged against the same budget. You can achieve this by manually adding new line items.


For each new line, give it a description and choose a budget:Invoice4

It's possible you'll have the same budget appear more than once on an invoice. Within each instance of a repeated budget, you will see the same set of time or billable expense entries. Entries can't be included more than once on an invoice, so if you tick it under one line item, you'll need to untick it under the others.




Finally step 5: Move your invoice through the approval process


    • Save your invoice as a draft, or...
    • Submit for approval (depending on how this is set up it would usually be the account manager), or...
    • If you have permissions you may be able to set the invoice to "Manager Approved" straight away, or even "Finance Approved" which is the final step before sending an invoice

Things to consider when changing an invoice date.

  • If you're changing the invoice issue date to a date within the same month (e.g. from 15 Jan, to 31 Jan) the time and billable expense entries do not update to reflect the new timeframe. You will need to review this yourself to make sure that the right entries are included.

  • When changing a date forward, into the next month -

    • If there were any entries available that are unchecked because they are after the original issue date, these will automatically be checked as they now fall within the new timeframe
    • Your amounts will change based on the new checked entries, or based on the forecast for the new month
  • When changing a date backward, to a previous month -

    • Entries that were checked as they fell within the original invoice timeframe will automatically be unchecked as they now fall outside of the new timeframe
    • Your amounts will change based on the new checked entries, or based on the forecast for the new month
    • Note: If, when creating your invoice, you check a future entry (an entry logged after the invoice timeframe) and change the date to a previous month, your manually checked entry will be remembered and stay checked.


    Writing off time.

    Written off time is still considered "invoiced" (invoiced at $0) which means you will no longer see them when creating invoices.

    For expenses: either include the billable expense entries in your invoice as per normal or open each one and uncheck 'Billable to customer'. They will no longer be considered billable you won't see them when creating invoices.