System > Invoice settings

Taking the time to configure invoice settings correctly can help increase accuracy and streamline the invoicing process. Establish settings to control dates, what bulk actions are available as well as customising the wording of the invoice email.

There are settings available for:

• Bulk actions

• Payment due dates

• Invoice dates

• Invoice templates

• Invoice email wording

• Converting time entries to day rates for invoicing

 

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Settings related to bulk actions

Allow Bulk Finance approval for draft invoices

It is possible to control the options for bulk processing invoices. The ability to process an invoice is always controlled by the access level of a person, however this setting will determine whether draft invoices can be set to finance approved in bulk.

• Set to true by default, invoices that are in draft status can be set to finance approved in bulk

• Untick to prevent draft invoices being set to finance approved in bulk

Learn about approving invoices →

Allow Bulk Manager approval for draft invoices

It is possible to control the options for bulk processing invoices. The ability to process an invoice is always controlled by the access level of a person, however this setting will determine whether draft invoices can be set to Manager approved in bulk.

Learn about approving invoices →

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Settings related to payment due dates

Day of month when invoice payment is due

Works in conjunction with the Default Payment Due Date Terms setting. Set the day of the month that will be used when setting an invoice due date when using the Specific day of the month option

• Set to 31 by default (meaning the last day of the month)

• If your preference is for payments to always be due on the 20th of the month, enter 20

Days before invoice payment is due

Works in conjunction with the Default Payment Due Date Terms setting. Set the number of days after the invoice date that payment is due. This will be used when setting an invoice due date when using the Number of days option

• Set to 20 by default (meaning the due date will be set to 20 days from the invoice date)

• If your preference is for shorter (or longer) terms, set the number of days you allow

Default Payment Due Date Terms

Set the rules for how invoice due dates are set. These work in conjunction with the Day of month when invoice payment is due and Days before invoice payment is due settings.

• Set to Number of days after invoice date by default

• Can be set to a specific day of the month if preferred

Maximum days allowed to pay invoice

It is possible to manually set the due date of an invoice. This setting can be used as a safety guard to catch due dates that are set for too long a period.

• Set to 365 by default

• Change the setting to a smaller number to prevent due dates been set excessively long

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Settings related to invoice dates

Default date for new invoices

Specify what date an invoice will default to when creating it. Choose the option that will be right most often. For example if you invoice monthly and typically create your invoices for the month straight after the month ends, then defaulting to the last date of the previous month would probably work best

• Set to Last date of the previous month by default

• Other options are:

  • Last date of the current month

  • Current date

  • First date of the following month

Default date for new invoices from Projects by WIP

• Set to Selected date on Projects by WIP by default

• Can be set to the System Setting (which is based on the Default date for new invoices option)

 

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Default wording for invoice emails

Set up the wording of the email template used when emailing invoices directly to your customers from within Projectworks.

Updating the Invoice email content

The system default wording can be updated as required. There are a number of dynamic tags that can be used to pull values relating to the invoice or project into the email content.

For example, you might want to address the email to the billing contact, include the amount and due date of the invoice and direct enquiries to the Project Manager.

Click Insert tag to see the available options and to select the dynamic content you want to include.

 

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Settings related to invoice templates

Show inactive budgets/phases on the invoice template

For invoice templates that include a budget table you can control whether inactive budget lines are included or excluded from the budget table.

• Set to true by default, all budget lines on a project will be included in the budget table on an invoice

• Set to false to only have budget lines that are set to active show in the budget table of the invoice

Refer to the Templates article for details about setting up invoice templates →

Show the budget table on the invoice template

Invoice templates can be created to include a budget table (fee summary) of the project. While it isn;t possible to prevent fields being added to an invoice template, it is possible to prevent the budget table from being rendered on an invoice.

• Set to true by default, invoice templates with a budget table set will render the budget table

• Can be set to false to specifically prevent any of the budget table fields being rendered on an invoice template

Refer to the Templates article for details about setting up invoice templates →

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Settings related to invoicing using day rates

Organisation hours per day for invoicing

Supporting the option to convert time entries from hours to days for invoicing purposes, specify the number of days that will be used in the calculation.

If you operate as multiple organisations you can set a different number of hours per organisation if required. For example for one organisation you may use 7.5 hrs to convert to days, and use 8.0 in another.

You will see and be able to edit the values for all your organisations from this screen.