Invoicing material

• Content of Invoicing Material
• Selection and Processing of Invoicing Material
  • Data Filtering
  • Grouping Invoice Lines
  • Three Separate Amount Columns in Invoicing Material
  • Saving Changes
• Linking or Releasing Project Material to/from an Invoice Afterward
• Examples

A project invoice consists of billable material allocated to the project, referred to as invoicing material. You can manage this data from the Invoicing material view available via the corresponding button on the sales invoice. This separate management view allows you to modify the invoice lines as needed, regardless of the original descriptions or details recorded for the project.

Invoicing material also allows project material to be linked to a specific sales invoice post-sending and marked as invoiced, or to be released from an invoice and made billable again—without needing to create a credit note.

Figures related to invoicing in reports are based on invoicing material (excluding products).

Permissions: Invoicing, Projects
PSA Packages: All

Content of Invoicing material

Invoicing material, i.e., billable project material, consists of the following information defined as billable for the project:

• Hours

  • Note! If hours are not billable material on the project, but the used jobtype is billable, then such hours will appear in the invoicing material with a gray colour and Joined hours type. The hours are "cleared" in this way, but they are not charged from the customer.
    

• Installments

• Travel Expenses and Expenses

• Bills

• Cost Estimate

If the desired project material doesn't appear on the invoice, check the following:

• Project's Invoicing Status: Billable

• Project’s Active Billable Items: defines which cost types are billable for the customer and from which date

• Invoice Date Range: ensure the material falls within the selected date range

• Time Tracking Settings and project's Hourly Rates: check whether some work types are set as non-billable

• Project’s Actual Costs view: verify whether a specific cost or hour has been marked non-billable

Selection and Processing of Invoicing Material

You can manage invoicin material by clicking the Invoicin material button while editing the invoice.

In the Invoicing material view, you can redefine which project materials are linked to the sales invoice and how they are displayed on the invoice lines.

Data Filtering

• Invoicing Material Period: The time period previously specified for the invoice, which can be extended or shortened

• Projects: From which projects the invoice data is fetched

• Types: What kind of data is retrieved (e.g., hours and actual cost)

Once you've filtered by date, type, and project, you can select specific materials to be included in the invoice by ticking checkboxes. Unticked items will remain unbilled.

In the image below, the top two time entries are excluded from this invoice.

Grouping Invoice Lines

Define how different types of project data are grouped on invoice lines.

Grouping by Project and Tasks:

• By Project

• No Project Grouping

• By Project and Task

Grouping Work Hours:

• By Employee

• By Employee and Job type

• By Job Type

• All-in-one, Show qty: all time entries on one line, showing total hours (if same rate)

• All-in-one, qty 1: all entries on one line, quantity as 1 (total calculated in background)

• By Entry, Show User: date, employee, work type, description shown

• By Entry, Hide User: date, work type, description shown

• By Employee and Entry: employee, date, work type, description shown

Grouping Travel Expenses:

• Travel Expenses all in one: one line for all travel-related items

• Daily allowance, mileage and other expenses specified

• Daily allowance and mileage in one, other expenses specified

Quote Grouping:

• Do not import description rows from quote

• Import description rows from quote

Three Separate Amount Columns in Invoicing Material

• Total 0%: Quantity x material price on the project

• Update rows: Here you can adjust the prices of cost estimates, actual costs, bills, and travel expenses/expenses.

  Note: Hourly prices cannot be changed as they are automatically calculated based on the user, role, and work type.

• Report price: Actual invoicing price of the material recorded in reports

The system tries to automatically match the invoice data total with the invoice total. If you release material or change prices in the Update rows column, the Report price also updates, and you’ll be notified of the price changes. A button appears allowing you to revert to original prices if needed.

In the image below, a highlighted time entry has been released from invoice data, prompting the system to adjust other material prices upwards to match the invoice total. Price changes can be undone by clicking Revert Line Prices.

In the image, the price was modified in the invoice data view.

Saving Changes

Changes to invoice data can be saved either only to the invoice data or also applied to the invoice lines.

Save
Saves changes made to invoice data without altering the lines on the customer invoice.

Example: You change the price of a purchase invoice in Update rows and click Save. Only the reporting value changes; the invoice total sent to the customer stays the same.

Update Invoice Rows
Saves changes to invoice data and updates the invoice lines accordingly.

Example: You change the price of a purchase invoice in Update rows and click Update Invoice Rows. Both the reporting value and the invoice total change.

Linking or Releasing Project Material to/from an Invoice Afterward

Linking Project Material to an Already Invoiced Invoice
Invoicing material allows you to link project material to already invoiced sales invoices. For example, you can mark hours as invoiced if they were part of a previously invoiced contract.

1. Open the already invoiced sales invoice in edit mode.

2. Open Invoicing material.

3. Extend the invoicing material period if necessary.

4. Select the materials to mark as invoiced by ticking their checkboxes.

5. Click Save.

Releasing Project Material from an Invoice Afterward
If material was incorrectly included in an invoice, it can be released from the invoice data afterward—e.g., to allocate the cost to another invoice. This makes the material billable again without needing a credit note.

1. Open the already invoiced sales invoice in edit mode.

2. Open Invoicing material.

3. Deselect the checkboxes for materials to be released.

4. Click Save.

Examples

Example 1
A project has one purchase invoice of 1000 € and time entries totaling 5000 € (100h × 50 €), so the total would be 6000 €.

However, the agreed amount with the client is 5000 €. The user removes the invoice lines from the invoice view (via the three dots) and adds a new invoice line with the agreed amount.

When the user checks the invoice data, the system recalculates the actual billing price of the time entries (bills/expense/travel expense prices are not adjusted automatically).
The new actual billing rate for hours becomes 40 € (instead of 50 €).
The user clicks Save in invoice data and Save on the invoice.

Example 2 – Time Entry
A single time entry is removed from the invoice view via the three dots.

The system notifies that the material is still linked to the invoice in invoicing material.

In the invoicing material view, the row is still selected (linked), but its billing price is now €0.

• If this is acceptable, click Cancel.

• If the entry should be billed later via a different invoice, deselect the checkbox and click Update Invoice Lines.