From the Draft Invoice list page, you can access all your Draft Invoices with recorded time in one place and quickly see how much is ready to be billed at any time. You can manage invoice periods and finalize, download or send invoices to your clients.
Before you can finalize your invoice there are a couple of things that must be done:
- Timesheets need to be submitted and approved
- The invoice period needs to be complete
Check out our outlined steps below to get started with drafting and finalizing your invoices!
Quick Summary of Step-by-Step Guide:
- Access Draft Invoices
- Draft Invoice Status
- Searching Draft Invoices
- Sorting Draft Invoices
- Filtering Draft Invoices
- Viewing Draft Invoice
- Entering and Viewing Notes
- Changing Invoice Periods
- Finalizing Invoices
- Sending Invoices
- Bulk Finalize Invoices
- Exporting Draft Invoices
In-Depth Step-by-Step Guide:
Access Draft Invoices:To access the Draft Invoices page click on Clients & Projects, followed by the Draft Invoices subtab.
Draft Invoice Status:The first column you will see on your draft invoice page is the Status column. The status column represents the current stage of the draft invoice and will align with one of the four widgets at the top of the page. Each draft invoice will fall into one of the following four categories:
Ready to Invoice: You have invoices that are ready to send to customers that meet all the requirements (e.g. time/expenses submitted and approved, the invoice is within the invoice period).
Missing Timesheets: You have a project that's almost ready to invoice but has an issue with a timesheet (e.g. not submitted, not approved, etc.)
Incomplete Period: You have a project where the invoice period hasn't ended yet (e.g. your invoice is set to end by the end of August and the month isn't over yet)
Outside of Period: You have a project with submitted/approved time that hasn't been invoiced yet that is outside of the designated invoice period.
You can filter your list to show only invoices that fall into one of these categories by clicking on any of these boxes.
NOTE: The draft invoices page will only show projects that have recorded time.
Searching Draft InvoicesUse the search box to quickly locate the invoice(s) you are looking for. You can search by Project Name or Number, Client Name, and Project Manager.
Sorting Draft Invoices:You can easily sort your Draft Invoice list by clicking on the column headers. For example, if you would like to see your draft invoices with the most recent ones first, simply click on the column header “Invoice Period”. Click it a second time to see your oldest invoices first. By default, your Draft Invoice list will show your invoices that are ready to invoice first.
Filtering Draft InvoicesAnother way to sort your list is by applying filters. You can apply filters by clicking on the Filters button. In the Filters dialog box, you have the option to select one or more Project Managers, and/or Clients, and designate the Office (if you have more than one). You can also filter by invoice status from here.
Viewing Draft Invoice:You can make more detailed changes to your invoice by clicking on the Draft icon next to the invoice status or the Draft option in the actions menu. Your draft invoice will open in a new window so you do not need to worry about losing any work you may have done on your Draft invoice list.
Entering and Viewing Notes:Notes are a way to add specific details that can only be viewed internally. There are three different Notes, Client Notes, for client details, Project Notes, for project-related information, and Invoice Notes, for information, regarding the invoice. To add and view notes from your Draft Invoice List, click on the paper icon, located on the left side of the invoice, between the Status column and the Invoice column. This will open a dialog box with three invoice tabs.
Changing Invoice Periods:You can easily change the invoice period of your Invoice by clicking on the pen icon, located to the right of the current invoice period.
This will open a dialog box for you to enter the new invoice period end date. The invoice period start date is determined by the beginning contract date or end date of the previous invoice and cannot be changed.
You can also change invoice periods on multiple invoices at the same time. Simply check the box on the left of each invoice you would like to adjust. When you have selected the ones you want, click on the Action button, located on the top left side of the table. Select Change Period, and in the dialog box, enter the updated invoice period and Save.
Finalizing Invoices:You can also finalize an invoice by clicking on the Finalize/Send button located on the right of each invoice or by clicking finalize send in the action menu dropdown.
Clicking on one of these buttons will open the Rendering Invoice Options. You can use the Rendering Invoice Option to customize your invoice.
Sending Invoices:After you have finished with the rendering invoice option, you have three options to choose from: Cancel, Finalize, and Finalize & Send.
To email, the finalized invoice directly to your client, select Finalize & Send, this will finalize your invoice and open a new dialog box with the client's email address and a standard subject line and message. You can easily change this information by simply clicking in the field. When you are ready to send your invoice, click the green Send.
NOTE: This option works by pulling the email address you have saved in the client's tab so it works best when the client information is up to date.
Once you have reached the sending step of the finalize/send process your invoice has already been finalized. If you then decide to cancel the process you will see a popover that will give you the option to Cancel the email (cancel the sending process but keep the finalized invoice) or Cancel the email & rescind finalize invoice (this will cancel the sending process as well as rescind the invoice so that it will be visible again from your invoice list).
Bulk Finalize Invoices:Using the Action button we mentioned in our last step, you can also finalize/send invoices in Bulk. Start by checking the box on the left of each invoice you would like to finalize, then click on the Action button and select Quick Finalize/Send.
This will open you Rendering Invoice Options. You can use these options to customize your invoices, just remember that you are finalizing multiple invoices, and, therefore, any options chosen will affect all the invoices you selected
Exporting Draft Invoice List:If you would like to Export your list of Draft Invoices, you can do so by clicking on the Export button located at the top right-hand side of your list.