Help & Support » Guides » User Guide » Modules » Billing & Invoices » Invoices » Project Invoicing

Project Invoicing

Using this guide, you can:

  
 

Access Project Invoicing

On the View Project screen, you can create an Invoice by clicking on the Tools button at the top of the Project and selecting Invoice Project.

2017 09 11 10 22 50


 

Understanding the Invoicing Screen

The Project Invoicing screen is best understood in three parts which are broken up across the screen. We'll be going through each of these below.

Screen Shot 2016 08 19 at 8.44.26 AM 

Invoice Details

Screen Shot 2016 08 19 at 9.30.54 AM

 

Populate the general details of the invoice.

  1. Invoice Template: Pick from one of your set Invoice Templates.
  2. Invoice Title: Choose the Title of your Invoice.
  3. Owner: The staff member responsible for the Invoice.
  4. Bill To: The Primary contact to be billed.
  5. Raised: The date you want the Invoice to be Raised on.
  6. Due: The date the payment of the Invoice will be due.
  7. Customer Description/Notes: These are external notes, which your Client can see when you provide them the invoice, such as, "This Invoice is a deposit for upcoming work".
  8. Internal Description/Notes: These are notes for your own internal records, which the Client will not have access to, such as, "Work will not begin until this invoice is paid".
  9. Subtotals: View the subtotals of each section you will be Invoicing for.

 

Invoicing for Services on the Project

ProjectInvoicingService11

  

  1. Review the Total Budget, amount Previously Invoiced and Remaining Budget on the Project.
  2. Invoice for: What would you like to invoice your client for?
    - Work Done- This invoices your logged work.
    - % of Budget – This bills for a specific defined % of your overall budget. This disregards any logged activities/rates, and just bills directly off the budget you supplied the Project.
    - Remaining Budget - Invoice for the entire remaining amount of the Budget you have yet to invoice. For example, if you have previously invoiced 17% of the invoice through Work Done or % of Budget, utilizing this option will automatically set it to invoice the remaining 83%.
  3. Invoice Detail: Determine the level of breakdown you would like for your line items on the invoice.
    - Project Only: Only reveal the Project Name and Value on one line.
    - Milestones: Reveal the Project Name & Milestone amounts. This is the default.
    - Milestones & Tasks: Reveal the Project Name, Milestones, and Task amounts.
  4. Work Status: Choose if you would like to Invoice for only Approved Activities or All Activities.
  5. Logged Before: Choose to show only work that has been logged before a specific date. 
  6. Default Service Item: Choose to reflect the Service Type provided on the Project.
  7. Work Detail: Choose to include the below Work Detail options by checking or un-checking the box.
  8. Select / Deselect the individual items you would like to include or exclude in the Invoice by checking or un-checking the box beside each object.
  9. Description: Edit the description of the line item, if necessary.
  10. Itemize: Choose to sort activities by Rate or Staff. You may also choose to not Itemize items by choosing None.
  11. Hours: Edit the number of hours spent on this line item.
  12. Rate: Edit the rate that these hours are billed at.
  13. Add new Service line item: Choose to add on items that were not already included.
  14. Group By: Itemize Activities by StaffRateObjectDate, or None.
  15. Include Non-billable: Check or un-check this box depending on whether or not you wish to include non-billable Activities.
  16. Show: Break down logged work for the Client under Activity Detail. Each line item may include the Date of work logged, Billable/Non-Billable Hours on the Activity, Rate used, total Amount for each item, the Owner of the Activity, Subject of each Activity, and/or the Body (Description) of the Activity.
  17. View Service details by hovering over the line item, as well as edit Ledger & Tax codes.

 

Invoicing for Materials on the Project

Screen Shot 2016 08 19 at 9.08.02 AM

 

  1. Review the Total Budget, amount Previously Invoiced and Remaining Budget on the Project.
  2. Select / Deselect Materials to be Invoiced by checking or un-checking the box beside each Material.
  3. Description: Edit the description of the Material, if necessary.
  4. Quantity: Edit the quantity of the Material, if necessary.
  5. Price: Edit the price of the Material, if necessary.
  6. Add new Material line item: Choose to add on Materials that were not already included.
  7. View Material details by hovering over the Material, as well as edit Ledger & Tax codes.

 

Invoicing for Expenses on the Project

Screen Shot 2016 08 19 at 9.12.38 AM

 

  1. Review Previously Invoiced amount.
  2. Select / Deselect Expenses to include on the Invoice by checking or un-checking the box beside each Expense.
  3. Description: Edit the description of the Expense, if necessary.
  4. Rate: Edit the rate of the Expense, if necessary.
  5. View Expense details by hovering over the Expense, as well as edit Ledger & Tax codes.

 

Create the Invoice

After reviewing all Details, Settings, Line items, and Expenses, review the Tax Codes and Totals. When you're finished, choose from 3 options, Preview & Edit PDFSave Invoice, or Save & Send PDF which will send the Invoice to the Billing Contact right away.

Note: All three options will create an Invoice, but your choice determines which function you want to utilize.

Screen Shot 2016 08 19 at 9.19.43 AM

  

Preview & Edit the Invoice

Preview a more detailed Invoice Report, which you can further customize before sending to your Client. Learn more about creating a PDF Invoice here

Screen Shot 2016 08 19 at 9.21.48 AM

Customize your Invoice by:

  1. Style: Choose Font and Color Theme for the Invoice.
  2. Services: Choose to show Quantity, Price per unit Tax Codes and Tax amount for Services.
  3. Materials: Choose to show Quantity, Price per unit Tax Codes and Tax amount for Materials.
  4. Expenses: Choose to show Quantity, Price per unit Tax Codes and Tax amount for Expenses.
  5. Payments: You may also choose to show any previous payments made as well as any related invoices that have been created.
  6. Activities: Choose to breakdown your logged work for the Client.
  7. File Name: Customize the Name of the PDF File.
  8. After reviewing all the details, hit Apply & Close.
  9. Save the Invoice: This saves the Invoice but does not send it to anyone until you choose to do so at a later time.
  10. Save & Send Invoice: This saves as well as sends the Invoice out to the Billing Contact.

  

Review & Manage Invoices

To see all invoices against a specific Project, click the Invoices tab from the middle column on the View Project screen.

Screen Shot 2016 08 19 at 9.31.22 AM

Click through to the invoice to see more details.

Accelo uses cookies to give you the best possible experience - by clicking 'Continue' you agree to our use of cookies. Refer to our Privacy Policy for details. Continue