Project invoice

• Adding project invoice
• Basic information and settings of the project invoice
  • Invoice details
  • Invoice settings
  • Invoice attachments
  • Invoice recipient, payment details, note, and sender
• Invoicing material for the project invoice
• Managing invoice rows of the project invoice
  
  • Adding an invoice row manually
  • Notes about product invoicing
  • Removing an invoice row and description row
  • Accounting information for the invoice row
• Saving and sending the invoice

Project invoicing refers to the creation of a sales invoice based on the quote, hours, scheduled invoicing, expense and bill materials targeted to the project. This material to be invoiced for the project is called invoicing material in PSA. The project card defines which expense types are invoiced for the customer and which are not for that specific project.

You can select materials for the same account from multiple projects for the same invoice within the desired time frame, and manage the project material of the invoice in the Invoicing material window.

Project invoices can also be generated using automatic invoicing or mass invoicing.

Sales invoice can be printed as a PDF, sent via email, or through the integrated financial management software.

Permissions: Invoicing, Projects
PSA plans: Free, Growth, Business, Enterprise, Enterprise+

Adding a Project Invoice

You can create a new invoice from several different places:

1. Clicking on +Add invoice on the sales invoice list or project card
2. Selecting Invoice from the +Add New menu in the top menu
3. Typing in the quick search function Create
   
   

Select the invoicing method: Invoice projects.

Project invoice basic information and settings

Invoice details

Define the basic information of the invoice in the fields on the right side of the invoice view.

• Company (only in Enterprise+ multi-company setups): Specify your invoicing company.
• Account: The account for which a sales invoice is created = invoice recipient. Only accounts with invoicing material, meaning project material, available for invoicing can be selected.
• Projects: The client's projects from which the invoicing material is drawn for the invoice. Only projects with the same invoicing address can be selected for the same invoice.
• Invoicing material period: The period from which the project's invoicing material is included in the invoice. Defining the period helps in correctly limiting e.g. scheduled invoicing for the sales invoice.

Invoice settings

Note! The fields and the options displayed below them may inherit from general settings or vary according to the settings of the finance management integration you are using.

• Delivery method: E.g., e-invoice, email, or paper invoice (options may depend on the financial management integration settings)
• Invoice VAT code: (options may depend on the financial management integration settings)
• Print settings: You can specify whether to hide e.g. VAT or total column on the printout in PSA.
• Invoice language: The printing language of the invoice (options are defined in Company's default settings)
• Date format: The presentation format of the date (default format is defined in Company's default settings)
• Print barcode: Specify whether a barcode should be printed on the invoice (feature must first be activated in Invoicing and Bills settings)
• Show already invoiced total row on invoice: Specify whether the total amount previously invoiced from the project should be shown as a header row after the invoice rows on the sales invoice.
• Show material period on invoice: Specify whether the invoicing material period should be shown as a header row after the invoice rows on the sales invoice.
• Currency: (requires currency add-on and completion of settings in Invoicing and Bills > Currency settings)
  
  

Invoice attachments

After saving, a new heading Invoice attachments will appear under the invoice settings.

• Add an attachment from your computer by dropping it or clicking the text Choose a file.
• Add the project's hour report or invoicing history report if desired.
• Remove the file if necessary from behind the three dots.
  

Invoice recipient, payment details, note, and sender

The logic for these features on project invoices is similar to that of a blank invoice template, read more here.

Project invoice invoicing material

The project's invoicing material is generated for the sales invoice according to the project's invoicing settings and the selected time period.
If the desired project material does not appear on the invoice, please check the following:

• Project Invoicing status: Billable
• Project Active billable items: defines which expense types are billable to the customer for this project and from what date.
• Invoicing material period: ensure that the desired material falls within this period.
• Time management settings and project hourly rates: check if any of the job types have been set as non-billable.
• Project Actual costs view: check if an individual expense or hour has been set as non-billable.

Invoicing material button allows you to manage project materials linked to the sales invoice, for example, to release invoicing material for later billing. You can also define how hours, expenses, bills, etc., are grouped on the invoice rows. For more details, see the article: Invoicing material

Note!

• Removing an invoice row from the invoice image does not release the material for unbilled status. If the material allocated to the project is to be charged on a different invoice, the release must be done with in the Invoicing material view.
• Invoicing reports will include data from the invoicing material, excluding products.
  
  

Managing Rows for Project Invoices

A project invoice can include so-called regular invoice rows (text, quantity, and amount) or products and product packages found in the product catalog (CPQ product specifications). In addition to the material arising from the project, new rows can also be added to the invoice manually.

Note! The financial management integration you are using may affect how different row types are transferred through the integration.

Manually Adding an Invoice Row

1. Select the type of row to add:

• + Item: free invoice row where you can freely define text, amount, price, and VAT.
• + Product: select a product from the product registry.
• + Product specification (CPQ): select a product package from the product registry (consists of multiple products/rows).
• + Header: non-sum text row, e.g., a subheading that organizes the sales invoice.

2. Complete the invoice row details. You can navigate from field to field using the mouse, enter, or Tab key.

Notes about Product Invoicing

• In Heeros PSA, the information in the invoicing material view is used for invoicing reports, except for products. Therefore, the product must be chosen on the invoice row for it to report correctly.
• The selling price of the product is obtained for the reports depending on how the product has been invoiced:
  • The product has been added to the sales invoice using the +Product feature: the price and product are obtained from the invoice row for reporting.
  • The product has come to the sales invoice from scheduled invoicing or automatic invoicing (from the project card): the product must be chosen on the invoice row, BUT the product's price is taken from the invoicing material view.

Removing Invoice Row and Description Row

You can

• Add Description row: descriptive information that clarifies other invoice rows.
• Delete the invoice row.
  Note! Removing an invoice row raised from the project only from the invoice image does not release the respective project material as unbilled. If the material allocated to the project is to be invoiced on another invoice, you also need to release the material from the invoicing material view. The program gives a notification in orange colour about this.

Row accounting details

Show accounting buttons allow you to view or allocate the sales invoice rows to the financial accounting program's sales accounts/products/dimensions. The fields and their options depend on the financial management integration you are using.

Invoice saving and sending

You can save the invoice in two different states:

• Save as draft: An invoice draft that does not have an official invoice number and can still be deleted from the sales invoice list view via the three dots before the row.
• Save: An "official" waiting invoice that has an invoice number. The sales invoice can be sent from the Actions button or sales invoice list.