In PSA, you can create invoices either on a completely blank invoice template or based on project expenses incurred within a specific period. One of the program's strengths is the ability to create both quick and detailed contract invoices, either individually or as a mass. You can also schedule automatically generated invoices.
Invoices are sent to customers through your financial management software integrated with PSA. Integrations are available for various financial management programs, such as Heeros Sales Invoices, Procountor, Netvisor, and Talenom. If financial management integration is not in use, you can send invoices via email.
Permissions: Sales Invoices, Projects
PSA plans: Free, Growth, Business, Enterprise, Enterprise+
Creating Sales Invoices
Blank Invoice Template
The blank invoice template is an excellent way to create an invoice when it is targeted directly to the customer or project without any billable data accumulated for the project. When targeted to a project, the invoice's sales revenue is included in the project monitoring. A blank invoice can also be created without project allocation. If needed, you can create a new customer directly from the blank invoice template.
More about this here.
Invoicing with Project Details
Invoicing with project data allows for the easy and quick creation of sales invoices for the project based on selected time periods' hours, cost calculations, and other billable expenses from the customer. Through invoices targeted to projects, you can see the true profit, revenue, and cost structure of projects.
Project invoices can be created either through the quotes or by using scheduled invoicing or automatically generated invoices. You can define in the project invoicing settings which types of expenses are included in the project's invoice material. The invoice includes the addresses, language, and currency defined in the project settings, which can still be edited on an invoice-by-invoice basis.
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Mass Invoicing
Mass invoicing allows you to create invoices for all projects with accumulated unbilled billing data at once. You can create invoices in bulk by defining a time frame or the customer from whom you want to create invoices. This feature enables you to manage large amounts of billable material and create multiple invoices at once.
More about this here.
Viewing Sales Invoices in Different Views
Method 1. All Sales Invoices in List View
Sales Invoices > Sales Invoices
In the list view of sales invoices, you can see all sales invoices that you have the right to view or edit. In the sales invoice list, you can search and filter sales invoices according to your needs.
Method 2. Customer-Specific from Customer Card
Customer Card [selected customer] > Finance > Invoicing
All sales invoices targeted to the selected customer. You can search for sales invoices using different search criteria or filter sales invoices according to your needs.
Method 3. Project-Specific from Project Card
Project Card [selected project] > Finance > Invoicing
All sales invoices targeted to the selected project. You have the option to search for and limit sales invoices with different search criteria.
Sending Sales Invoices
To Financial Management Software
Invoices are sent to customers through your financial management software that is integrated with PSA. Integrations are available starting from the PSA Growth plan, and they are available for various financial management programs such as Heeros Sales Invoices, Maventa, Procountor, Netvisor, and Talenom.
After activating the integration and completing its settings, interface-specific fields, functions, and checks are added to the billing view, enabling the transfer of invoices between programs.
For e-invoicing, your company must also have an agreement with an e-invoicing operator. Broadly speaking, e-invoicing works from PSA as follows:
- Fill in your own company and e-invoicing information in PSA settings.
- Activate the integration from PSA to the financial management software you are using and complete the integration settings.
- Send the invoices to your financial management software, from where they are forwarded to the customer's e-invoice address shown on the invoice.
Directly to the Customer via Email
If financial management software is not integrated, you can send invoices via email.