Create Invoices
The system provides three methods to generate new invoices:
§ From tasks or expenses entered in the screens available from the Time Tracking menu
§ From clients set up on retainer
§ From line items entered directly on screen for invoices created without previously entering tasks or expenses.
The Invoices screen allows you to view, add to, or create invoices by directly entering the information on the screen. You can use this screen to create new invoices or to edit existing invoices, regardless of how they were created.
To create an invoice or add line items to an existing invoice:
1. Select Invoice from the Billing menu to open the Invoice screen.
2. Specify the client for the invoice in the Clients field, or select an invoice to edit from the Recent Invoices button drop-down list.
The invoice entry fields appear, pre-populated with client information for the invoice.
3. Verify or modify the date in the Invoice Date field.
By default, the field displays the current date for new invoices, and the original date for existing invoices you edit.
4. Verify or modify the identifying number in the Invoice Number field.
The Invoice Number is automatically incremented from the previous invoice created. The original Invoice Number appears in this field for existing invoices you edit.
5. Enter or modify the date in the Due Date field.
By default, the Due Date is one month from the current date for new invoices (the original Due Date appears for edited invoices), but you can modify this date if necessary.
6. Select the type of entry for this item from the drop-down list in the Type column.
You can select Task, Staff, Expense, or Comment.
7. Select the line item to add from the drop-down list in the Item column to specify the specific Task, Staff member, or Expense.
The available items are based on the Type selected.
8. Add or modify a comment in the Description column.
9. Enter the hours for this item in the Hrs/Units column, depending on the Type of item you are adding.
o Task: Enter hours spent on this task
o Expense: Enter hours to be billed
o Staff: Enter hours billable to the selected staff member
10. Specify the rate for the task or expense or the staff member's hourly rate (based on billing level) in the Rate column, and enter the amount the client is billed for this task, expense, or staff member’s time in the Amount column.
11. Enter any discount, either as a percentage or a dollar figure, to apply to the amount due in the Discount column.
o Percentage: Enter a number with or without a trailing percent sign (10.25 or 10.25%).
o Dollar Figure: Enter a number with a leading dollar sign ($10.25).
The system automatically calculates the sub-total for the invoice, applies the discount you specified, and displays the total due for the invoice.
12. Enter a comment or memo to print on the invoice in the Memo field.
13. Click Save to save the line item you entered to the invoice.
You can continue to add lines to this invoice, or you can click List to open the Invoices List screen to review a list of all invoices.
Note: You are prompted to save any pending charges before leaving the Invoice screen.
14. Click Email to send the invoice by email to the designated recipient, or click Print to print the invoice.
15. Click Add to create a new invoice.