Invoicing & Payments

How to Add an Invoice

Step 1: Login

Log into your account (See Logging In – How to Log Into Your Account for more details).

Step 2: Open Invoicing

Open the Invoicing tab. You will be presented with a dashboard.

1. All Invoices – a list of all your invoices
2. Draft – incomplete invoices which have been created and saved but not yet issued to the client
3. Outstanding – unpaid invoices which have not yet exceeded their due date
4. Overdue – unpaid invoices which have exceeded their due date
5. Part Paid – invoices which have been partially paid by the client
6. Paid – invoices which have been fully paid by the client
7. Credit notes – credit notes you have issued to clients to rectify errors you have made on previous invoices
8. Export Invoices – allows you to export your invoice details to an Excel document.

Step 3: Add Invoice

Click the Add Invoice button.

Step 4: Create Invoice

Enter your invoice details into the form and click the Create button to save.

1. Client – if your client does not appear in the list, please see Clients & Projects – How to Add a Client) to learn how to add them to the portal.
2. Project – select the project the invoice is associated with or leave blank if not applicable.
3. Invoice Date – enter the date the invoice was prepared.
4. Invoice Period – specify the start and end date of the invoicing period (optional).
5. Due Date – specify a payment deadline.
6. Notes – add a note to the invoice (optional).

NOTE: Fields marked with a * are required.

Step 5: Add Invoice Item

You will arrive at the Add / Edit invoice page. Click the Invoice Items dropdown box and select your rate (if you’ve set one up) or manually enter the details (see Step 6.

NOTE: This will only be available to you if you have created and assigned standard rates. (If you haven’t, enter the details manually or see Clients & Projects – How to Add a Rate for help setting rates.)

Step 6: Add Invoice Item

Enter the total amount of units you have worked on the project in the Qty field. This will populate the Cost, VAT and Line Total fields with calculated figures.

1. Units – specify how you spent your time working on the project.
2. Description – give your invoice a description.
3. Qty – enter the total amount of units you spent working on the project.
4. Unit Price (£) – enter the price per unit.
5. Cost (£) – this field will display the total amount owed excluding VAT (after you enter the unit price).
6. VAT (£) – this field will display the amount of VAT charged to the invoice (after you enter the unit price).
7. Line Total (£) – this field will display the total amount owed including VAT (after you enter the unit price).

Step 7: Save Invoice Item

Click the Add line button under the Options column to add the item to the invoice.

NOTE: Please ensure you click the Add Line button each time you add an item to an invoice, otherwise it will fail to save.

Step 8: View Invoice Item

The item will appear below the form once it has been successfully added.

1. Remove – click this button to delete the item from the invoice.

Step 9: Add Expenses

If you have added expenses to the portal, click the Select Expenses button. (If not, skip to Step 12 or see Expenses – How to Submit an Expense for help.)

Step 10: Select Expenses

A pop up box will appear on screen listing all of the expenses relating to the project. Use the checkboxes to select which expenses you wish to add to the invoice and then click the Add To Invoice button to save.

Step 11: View Expenses

You will see the items appear in the Expenses section of the page.

Remove – click this link to delete the expense from the invoice.

Step 12: Select Mileage Expenses

If you have added mileage expenses to the portal, click the Select Mileage button. (If not, skip to Step 15 or see Expenses – How to Submit a Mileage Expense for help.)

Step 13: Add Mileage Expense

A pop up box will appear on screen listing all of the mileage expenses relating to the project. Use the checkboxes to select which expenses you wish to add to the invoice and then click the Add To Invoice button to save.

Step 14: View Mileage Expenses

You will see the items appear in the Mileages section of the page.

1. Remove – click this link to delete the mileage expense from the invoice

Step 15: Save Invoice

Scroll to the bottom of the page to save your invoice. You will have two options:

• Save Draft Invoice – select if the invoice is incomplete and requires further editing (see Step 16).
• Save and Issue Final Invoice – select if the invoice is complete and ready for submission (see Step 17).

Step 16: Save Draft Invoice

The invoice will display below the Drafts tab on the Invoicing dashboard to confirm it has been successfully added to the portal.

1. Edit – Allows you to make changes to the invoice.
2. PDF – Allows you to create a PDF version of the invoice (see Step 18 for details on how to create invoice PDFs).
3. Issue – Allows you to issue the invoice to the client.

Step 17: Save and Issue Final Invoice

Click the Save and Submit Final Invoice button if you’re ready to issue your invoice.

NOTE: Once an invoice has been issued, it cannot be deleted from the portal.

Step 18: Create Invoice PDF

A pop up will appear and provide you with some options of how you can issue your invoice.

1. 1. Include itemised breakdown of expenses/mileages – Tick this box to include an itemised breakdown of the expenses/mileage expenses in your invoice. Leave it unticked to include just a summary.
   2. Generate & Print/Post Invoice – Tick this box to generate a PDF version of your invoice.
   3. Email invoice as an attachment – tick this box to email the invoice as an attachment to the client.

If you opt to email the invoice as an attachment, a form will appear below the checkbox requesting your client’s email address.

1. Email address – enter your client’s email address.
2. Email Subject – enter a subject line to describe the contents of the email.
3. Email Body – use the email body to reference the attached invoice.
4. Send me a copy – tick this box to send a copy of the invoice to your email address.

Step 19: Outstanding Invoice

Once submitted, the invoice will move from the Draft tab to the Outstanding tab on the invoicing dashboard.

1. PDF – Allows you to create a PDF version of the invoice (see Step 18 for details on how to create invoice PDFs).
2. PAY – Allows you to add an invoice payment to the portal (see Invoicing & Payments – How to Add an Invoice Payment for more help).
3. Credit – Allows you to issue a credit note to the client to rectify any errors on the invoice (see Invoicing & Payments – How to Issue a Credit Note for help).

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How to Add an Invoice Payment

Step 1: Login

Log into your account (See Logging In – How to Log Into Your Account for more details).

Step 2: Open Invoicing

Open the Invoicing tab.

Step 3: Click the PAY Link Next to the Relevant Invoice

Use the tabs to find the invoice you wish to add a payment to and click the PAY link under the Options column.

Step 4: Choose Client

Use the dropdown box to choose the client you wish to add a payment to.

Step 5: Payment Details

A short form will drop down below.

1. Enter the amount received and the date it entered your bank account.
2. Tick the Pay in Full? checkbox if the invoice has been paid in full or enter the amount received in the field below the Pay Specific Amount column.

NOTE: Fields marked with a * are required.

Step 6: Save Payment Details

Your remaining balance will display in the Left to Allocate field.

If you are happy to proceed, click the Save button at the bottom of the form.

Step 7: View Payment

You will be redirected to the Invoice Payments screen.

1. Delete – removes the payment from the portal completely.
2. Allocate – looks to see if there are anymore available unallocated invoices relating to the client.
3. Unallocate – removes the payment from the portal and reverts the Amount Received back to its original value.
4. Unallocated Amount – the amount you have remaining after the invoice has been allocated.

NOTE: To verify the payment has been successfully allocated, open Invoicing and click the Paid tab. See Invoicing & Payments – How to Add an Invoice for more help.

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How to Issue a Credit Note

Step 1: Login

Log into your account (See Logging In – How to Log Into Your Account for more details).

Step 2: Open Invoicing

Open the Invoicing tab.

Step 3: Click Credit

Use the tabs to find the invoice you wish to credit and click the Credit link under the Options column.

Step 4: Create Credit Note

A pop up message will appear on screen asking if you are sure you want to proceed. Click OK.

Step 5: Confirm Credit Note

A message will appear at the top of the screen confirming the invoice has been credited and moved to the Credit Notes tab.

Step 6: Open Credit Notes Tab

Open the Credit Notes tab. If you would like to send the credited invoice as a PDF to the client (to confirm it has been credited), click the PDF link under the Options column and follow the instructions on screen (or see Invoicing & Payments – How to Add an Invoice, Step 18 for help).

If you would like to reissue the invoice, please repeat Invoicing & Payments – How to Add an Invoice, Step 16.

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