- How can I check whether we have uninvoiced materials?
- Why do I see hours in the invoicing material even though hours are not selected for billing on the project?
- How can I mark individual working hours as 'not billable' even though the rest of the hours are billable?
- Can billed hours be returned for invoicing?
- How can I add additional charges from overtime to a sales invoice?
- How can I correct an invoice that I have already sent to the financial management software?
- Can a partial credit be issued for a sales invoice?
- Where does the invoicing address for sales invoices come from?
- Can I send sales invoices for a project to multiple companies?
- Why does the status of the sales invoice not change even though it is paid in the financial management software?
- How can I send a payment reminder?
- Can the invoice number of a deleted invoice be used for a new invoice?
- Is it possible to copy an invoice?
- How can I tell if a sales invoice is created as a 'blank' invoice or a project invoice?
- Can I add billable items from other projects to an automatic invoice?
How can I check whether we have uninvoiced materials?
You can view this, for example, in the report under Dashboard > Invoicing > Invoicing materials by type.
Note! Make sure that the general project settings have the correct default configurations, and that your users follow consistent procedures when creating projects. This ensures that projects are always created with the agreed invoicing settings, and that the correct project materials will appear as billable.
Why do I see hours in the invoicing material even though hours are not selected for billing on the project?
If the hours are defined as non-billable material for the project, but the used jobtype is billable, the hours will still appear in the project invoice material in gray and with the label Attached hour in the Invoice Material field. The program is designed to offset these hours as zero-sum through project invoice materials without charging the customer.
You can only edit time entries if they have not yet been 'billed', meaning tied to an invoice material.
How can I mark individual working hours as 'not billable' even though the rest of the hours are billable?
You can mark individual hours and travel expenses as 'not billable' in the Billable column of the Actual Costs section of the project. This can only be done before they are connected to any invoicing material.
Can billed hours be returned for invoicing?
Yes, they can. You can release the necessary project material from a previously generated invoice's invoicing material by checking the box and saving the changes to the invoicing material. You can see from the Actual Costs of the project on which invoice the cost has been billed. With the same logic, you can also attach material to invoicing material afterwards.
How can I add additional charges from overtime to a sales invoice?
You can adjust exceptional hourly rates/quantities directly on the sales invoice, or you can set up different pricing in the project’s (or subproject’s) hourly price list in advance—for example, for weekend work.
(PSA includes an overtime feature, but it currently does not affect invoicing as such. It only accumulates overtime hours into an internal overtime balance.)
How can I correct an invoice that I have already sent to the financial management software?
The instructions may vary depending on the integration used. Please verify from the integration guide or contact our application support.
1) If the invoice has not yet been delivered to the customer, an invoice with the Sent status can be returned to the Waiting status through the settings or invoice list in PSA, allowing it to be edited and resent. NOTE! In some integrations, resending the same invoice may not be possible, in which case the edited invoice should be marked as sent in PSA, and the same changes should be made to the sales invoice in the accounting software.
2) If an incorrect invoice has already been delivered to the customer, you can create a credit note for it. This will release the invoice material for re-invoicing.
Can a partial credit be issued for a sales invoice?
Currently partial crediting is not supported in the program. For reporting purposes, sales invoice must always be credited in full as is. The credit invoice releases the project material, that was tied to the original sales invoice, to be invoiced again on a new sales invoice or to be marked as non-billable.
Where does the invoicing address for sales invoices come from?
Invoice address is primarily derived from the project card's invoicing address when creating a sales invoice. The project's address, in turn, is obtained from the account card unless a separate address has been added to the project.
After saving the invoice, any changes made to the account's or project's address do not update directly on the invoice. Instead, the invoice recipient section must be reselected with the address information to ensure the update.
If a customer has received a paper sales invoice instead of an email invoice, it should be verified whether the invoicing email address on the account card is correct.
Can I send sales invoices for a project to multiple companies?
A project can use multiple invoicing addresses/accounts if it does not cause any issues with the financial management integration being used. In PSA reporting you can then view invoicing by project's account or invoice's account.
Project's invoicing can also be split equally in percentage for multiple addresses/accounts, read more here.
Another option for invoicing multiple accounts is to create subprojects under the main project.
Why does the status of the sales invoice not change even though it is paid in the financial management software?
Check if the payment has been made in full. The status in the program will only change when the full amount has been paid. You can see the information in the Sales Invoices list view in the columns: Total Sales Invoice incl. VAT and Paid incl. VAT.
If the integration has just recently been activated, please check that the user credentials, that were used for the authentication, have sufficient permissions to payments in the financial management software.
How can I send a payment reminder?
Payment reminders are sent to the customer from the financial management software. In PSA, the payment reminder feature is only used as internal information.
Can the invoice number of a deleted invoice be used for a new invoice?
The program assigns the next available invoice number to a new invoice. If the deleted invoice was the latest one, its invoice number will be reused. However, if there are other invoices after the deleted one, that number will not be used.
Is it possible to copy an invoice?
It is not. However, you can copy a project and its quote, scheduled invoicing or automatic invoicing rows, which can be used for project invoices.
How can I tell if a sales invoice is created as a 'blank' invoice or a project invoice?
Project invoices have an Invoicing Material button when the invoice is in edit mode. This is not present on a blank invoice.
Can I add billable items from other projects to an automatic invoice?
If an automatic invoice does not include any project material (hours, costs), you cannot select other projects and their materials for the invoice either. However, if the automatic invoice already includes some project material, also other projects' materials from the same customer can be added to the same invoice.