- Column descriptions
- Adding Automatic Invoice to the Project
- Formation of Automatic Invoices
- Ending Automatic Invoicing
Automatic invoicing allows you to create in advance recurring and non-recurring invoices on a desired date with invoice lines and prices. You can also specify whether to add project invoice materials, such as recorded hours, expenses, etc., directly to the automatic invoice.
The program generates invoices on a specified day in the Waiting state in the Invoicing section. These invoices do not automatically go to the recipient; you can still modify them before sending.
Automatic invoicing is useful for example in license or rent invoicing.
Permissions: Invoicing
PSA plans: Enterprise, Enterprise+
Column Descriptions
- Automatic Invoice Description: The subject of the invoice (for internal information).
- Automatic Invoicing: Indicates whether the invoicing function is active or not.
- Invoice Material: Activated if you want to add also project-specific invoice material to the invoice.
- Invoiced: Indicates the invoice status, invoice number or Uninvoiced.
- Creation Date: The date on which the invoice is formed in Waiting state in the sales invoice list.
- Invoice Date: The invoicing date for the invoice.
- Period From: Start date of invoicing period.
- Period To: End date of invoicing period.
- Recurring: How often, in terms of the Interval column, the invoice is generated. For example, if you want the invoice to recur every three months, you enter the number 3 for Recurring and month for the Interval. The default value is 0 (non-recurring invoice).
- Interval: No recurrence, day, week, or month. Determines if the invoice is recurring and the time frame for recurrence.
-
Until: The last creation date of the recurring invoice. Does not affect the invoicing interval.
Example: Suppose you want to invoice rent monthly starting from 01.01.2020. The lease agreement ends on 31.01.2021, and you want to invoice January 2021. Set the Until on 31.12.2020, Creation Date is 20.12.2020. The last invoice will be on 20.12.2020 for January 2021 rent. If you don't want to invoice January 2021, set Until to 30.11.2020 because the Creation Date is 20.11.2020, and the invoice relates to December 2020. - Sum VAT 0%: The total amount of the invoice (VAT 0%).
- Total: The total amount of the invoice (including VAT).
- Accounting: You can allocate invoice rows directly for accounting purposes, if an integration to a financial management program is activated.
- Bill Once: You can specify whether the charge is one-time by ticking this box.
- Description for invoice row: Text or product name for the invoice row.
- Row/Product: Product selected for the invoice, can be selected from the drop-down list for the invoice. Note! Automatic invoicing retrieves product information from the register only the first time when creating a row. If recurring/repetition is set for a row, the program uses the information of the first row as the basis for new rows and therefore does not search for possible product data updates from the product register every time.
- Quantity: Quantity of products on the invoice row.
- Amount: Unit price of the row/product (VAT 0%).
- Total 0%: The total sum of the invoice row (VAT 0%).
- VAT: The VAT% of the row/product.
- Inc VAT%: The total sum of the invoice line (including VAT).
Adding Automatic Invoice to the Project
- Go to Project > (Selected Project) > Finance > Automatic Invoicing.
- Click the Add button to create a new invoice.
- Add the Automatic Invoice Description (not visible on the customer's invoice).
- Activate Invoice Material if you want to include project-recorded hours, expenses/travel expenses, bills, or scheduled invoicing rows in the automatic invoice. (Note! The same material types must be selected as active billable items on the project's invoicing details).
- Specify the Creation Date when the invoice will be formed in Waiting state.
- Set the Invoice Date.
- Set invoicing Period From and To.
- Set Recurring and Interval to determine how often a new invoice is created (examples in the descriptions above).
- Set Until for when the invoice creation should end.
- Add an Invoice row or Product. Invoice rows are defined manually, whereas a product from the product register is selected from the drop-down list.
- Check Bill Once if this invoice row should only appear on the first invoice.
- Complete the Description for invoice row, Product (if applicable), Quantity, Amount, VAT, and possible Accounting.
- At last, activate Automatic Invoicing to ensure the invoice is formed on the specified date (Creation Date).
Formation of Automatic Invoices
Automatic invoices are formed once a day in the early morning based on the Creation Date.
Note: If you select the current day as the Creation Date, the first invoice will be formed the next morning. If you want the first invoice to be formed immediately:
- Set the Creation Date to the current day and ensure that Automatic Invoicing is active.
- Select Create Invoice Now from the beginning of the row (behind three dots).
The first invoice will be formed immediately, and subsequent invoices will be formed based on the Creation Date and Recurrencing.
Ending Automatic Invoicing
If the project is otherwise left in a Billable state, but only automatic invoicing needs to be stopped, depending on the situation, you can either put the entire Automatic invoicing in the Paused state or add the Until date.