The easiest way to invoice a specific project is through that project. When a project has billable content the Billable button located in the top right corner shows the amount of billable content. Click the button to start.
On the top of the invoice you can see the customer's billing information and other details like invoice date, payment terms and overdue interest.
Some of the details shown on invoice are taken from invoice template (like Free text fields and Invoice settings) and some from project and company settings. All billable hours, travels and fees are automatically shown on the draft. You can also add new fees directly on invoice by clicking the Add a fee or cost button. In the Attachments section you can add PDF files as attachments to your invoice.
If you want to review the invoice PDF just open the menu next to Close button and select View as PDF.
As a default invoices are created using your organization's default VAT. Taxation can be defined behind customer's settings also and it can differ from organization's default.
- Work hours use the default VAT rate from settings or customer-specific VAT if defined
- Products and Travel expenses use the VAT rate set for them in Product registry and Travel expense registry (default VAT from settings or manually selected VAT)
- However you can modify the taxation of an individual invoice also
You can invoice products and travel expenses with different VAT % in the same invoice. Because of the system's work hour taxation rule it is not possible to invoice work hours with different VAT % in the same invoice.
In invoice the VAT % can be updated for multiple rows at a time by mass-updating them. The easiest way for doing this is to add the total amounts of the invoice rows as subtotals from Invoice settings and update for example one subtotal at a time. To do this open the invoice and go to Invoice settings tab and select checkbox 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 option located on the Detailed information section > Reverse charge. You can also define this setting behind the customer card.
Under the Detailed information section you can add or edit invoice specific details like for example references, date of entry, or the language and formatting of the invoice. Here you can also select the reverse charge on if necessary, and remove VAT from the invoice. Here you can also group your customer's projects into one invoice.
Some of the information in this section may be inherited from project or customer settings.
If you need to edit invoice rows, just click on a row and it opens for editing. Here you can edit for example the unit price and accounting information.
When editing a travel or hour entry on invoice, only the invoice row is affected so no need to worry that user's entry is affected. When editing fees, changes affect the fee throughout the system.
When you need to remove rows from an invoice, select the rows you want to remove and depending on your needs select either Bill later (rows will be billed at some point) or Set as non-billable (rows won't be billed) from the actions shown on top.
- Bill later removes the rows from that specific invoice and sets them as billable. When you create a new invoice, the rows will automatically be there.
- Set as non-billable removes the rows and sets them as non-billable. When you create a new invoice, the rows won't be there but can be manually added if needed.
To change the order of invoice rows, hover your mouse in front of a row so that a drag and drop icon appears. You can move both subtotals and individual rows.
Ordering of the rows should be done as the last change to the invoice because if you add more rows or change the invoice grouping settings, the rows are reverted back to their original order.
Uninvoiced items section lists both items removed from invoice and items that are not yet billable, like fees where the billable date is in the future. You can manually add these rows onto your invoice by selecting a row and choosing Bill now from the actions shown on top.
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