The easiest way to create an invoice for a specific project is directly from the project. When a project has billable content, the Billable button at the top shows the amount that can be invoiced. Click the button to start.
At the top of the invoice, you can see the customer billing information and other details, such as the invoice date, payment terms, and overdue interest.
Some details are fetched from the invoice template (Free text fields and Invoice settings) and some from the project and company settings. All billable hours, travels, and fees are fetched by default as invoice rows. You can also add new fees directly from the invoice by clicking Add fee or cost. You can also add PDF attachments to the invoice from the Attachments section at the bottom of the invoice.
To view the invoice PDF, select More actions at the bottom of the invoice and choose View as pdf.
By default, invoices are created using the organization's default VAT rate. A customer-specific tax rate can be defined in the customer settings, and it may differ from the organization's default tax rate.
- Work hours use the company's default VAT rate or customer-specific VAT if defined
- Regular products and Travel expenses use the VAT rate defined in the Product registry and Travel expense registry (default VAT from company settings or manually defined VAT)
- However, you can edit the VAT information of invoice rows individually on the invoice
You can invoice regular products and/or travel expenses with different VAT percentages on the same invoice. Due to the system's work hour taxation handling, it is not possible to invoice work hour entries with multiple different VAT percentages on the same invoice.
The VAT percentage can be updated for multiple invoice rows at once using the mass update function. The easiest way to do this is to add subtotals with total prices from the Invoice settings tab and update the tax rates, for example, one subtotal at a time. To get subtotals on the invoice, go to the Invoice settings tab and select Show total amounts of work hours, travel expenses and fees as subtotals.
Cross-border sales can be invoiced tax-free by using the Reverse charge function found in the Detailed information section. Reverse charge can also be defined directly behind the customer information in the customer settings.
It is recommended to exercise special care when creating an invoice to ensure that the reverse charge is not accidentally activated from the detailed information of the invoice. Always check the invoice details before sending.
Detailed information section allows you to fill in or edit more detailed information of the invoice, such as reference information, date of entry, as well as the language and formatting of the invoice. Here you can also activate the reverse charge for the invoice, which removes VAT from the invoice. You can also combine the customer's projects into one invoice through this section.
Some of the information in this section may be inherited from project or customer settings.
Clicking on an invoice row allows you to edit the row's information. Here you can edit, for example, the unit price or accounting information.
Editing travel expense and work hour entry rows only affects the invoice row, not the user's entry. Changes made to fees on the invoice are updated throughout Severa.
If you need to remove rows from an invoice, you can do so from the action menu at the top by selecting the desired rows and choosing either Bill later (rows will be billed later) or Set as non-billable (rows will not be billed).
- Bill later removes the rows from that specific invoice and leaves them as billable. When you create a new invoice, the rows will appear on that invoice.
- Set as non-billable removes the rows from that specific invoice and marks them as non-billable. When creating a new invoice, the rows will not automatically appear on the invoice, but you can manually add them if needed.
To change the order of invoice rows, hover your mouse in front of a row and the drag option will activate. You can move both invoice rows and subtotals.
Reordering should be done as the last change to the invoice because, for example, adding an invoice row or changing the invoice settings will revert the invoice rows to their original order.
Uninvoiced items section lists all rows removed from the invoice and rows that are billable later, such as regular products with a billable date set in the future. If you want to manually add rows to the invoice, select the desired rows and choose Bill now from the top menu.
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