At the top of the invoice, you can see the customer billing information and other basic information, such as the invoice date, payment term and late payment interest. Some of the information comes 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 automatically added as invoice rows; new fees can be added directly on the invoice with the Add fee or cost button. You can open the PDF preview of the invoice from the bottom of the invoice via More actions > View as pdf.
Invoice taxation
By default, the invoice uses the organization’s default VAT percentage. However, a customer-specific tax rate that differs from the default can be defined in the customer settings. There are a few basic rules and operating logics related to the taxation of invoice rows:
- Work hours use the company’s default VAT or the customer-specific VAT, if such has been defined.
- Regular products and travel expenses use the VAT rate defined in the product and travel expense registry.
- Despite these rules, VAT information can be edited separately on individual invoice rows.
- The same invoice can contain products and travel expenses with different VAT percentages, but due to the taxation handling of work hours, work hour entries cannot be invoiced on the same invoice with several different VAT percentages.
- The tax rate can be updated at once for several rows with a mass update. The easiest way is to add subtotals to the invoice on the Invoice settings tab (select Show total amounts of work hours, travel expenses and fees as subtotals) and update the tax rate subtotal by subtotal.
Reverse charge
Foreign sales can be invoiced without tax using the Reverse charge function in the Detailed information section. It can also be set to be enabled by default in the customer settings. When using this function, all VAT information is removed from the invoice. Always check the invoice details before sending to ensure that this feature has not been enabled on the invoice by accident.
Detailed information of the invoice
In the Detailed information section, you fill in or edit more specific information, such as reference information, date of entry, language and formatting. This is also where you define Reverse charge and, if necessary, combine several projects of the same customer on a single invoice.
By clicking an individual invoice row, you can edit its information, such as unit price or account. Editing travel expense and work hour entry rows affects only that invoice row, not the original entry – changes made to fees, on the other hand, are updated everywhere in Severa.
Removing invoice rows from the invoice
Select the rows to be removed and choose an option from the action menu at the top:
- Bill later removes the rows from this invoice but leaves them billable – they will automatically appear on the next invoice.
- Set as non-billable removes the rows from this invoice and they will not automatically appear on a new invoice, but they can be added to an invoice manually later if needed.
Reordering invoice rows
Move the mouse over an invoice row to activate the drag handle, then drag the row or subtotal to the desired position. Make reordering the last change you do to the invoice: for example, adding a new row or changing the invoice settings will restore the original order of the rows.
Invoice attachments
The Attachments section at the bottom of the invoice is divided into two views:
- Attached to invoice: files already attached to the invoice.
- Not attached to invoice: files imported from the customer’s or project’s Files and links section, as well as attachments that have later been removed from the invoice.
Attachments are managed as follows:
- Drag and drop a file directly from your computer to the drop area on the invoice.
- Or click Browse from your files and select file from your computer.
- Change the order of attachments by dragging them to the desired position.
- Remove an attachment by moving the mouse over it and clicking the red cross.
- The invoice breakdown and attachments are combined into a single PDF file in the order shown on the invoice.
Uninvoiced items
The Uninvoiced items section lists rows removed from the invoice as well as rows marked to be invoiced in the future, such as products that have been given a future billable date. To bring rows back to the invoice, select them using the checkboxes and choose Bill now from the menu at the top.
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