An invoice can be generated from a budget tab, within the Project view. Note, an invoice cannot be created from the Job view. As long as the project meets the requirements listed above, you’ll have the ability to create an invoice via the “+ new invoice” option at the bottom right of the page.
As you click on “+ new invoice” , a new window will show with everything needed to create an invoice. By default, we have e-mail and subject content included, but it can be changed as needed.
Invoice Number: A unique ID for each invoice created. By default, the next ID is included, but it can be changed as needed. As a featured setting, you can also set a default prefix and suffix.
Invoice Date: The due date for payment, and this can be changed as needed.
Terms: Each invoice is set at “Due on Receipt” by default, but there are also options for Net 15-180.
Additional Options: Added options allows you to customize the invoice further based on the circumstances. Should you want to include images, you can decide to do so, as well as select whether images are included as thumbnails or links. In addition, the settings also include option to send yourself a copy of the invoice. Note: once the invoice is generated, it can be edited, downloaded, or resent in the future.
Prior to creating an invoice, it is important to verify which line items will be included. A blue checkmark will indicate that the line item will be included in the invoice.
Important to Note:
A single invoice can include multiple line items.
Should line items or jobs get added after creation of the invoice, an invoice can be edited to include newly added line items. In the same manner, an invoice can have line items removed if needed.
A single invoice can include selected line items.
There may be a need to have multiple invoices within a project. Which line items are included in each invoice is up to the user, but Field Complete allows any combination of line items.
Create vs. Create and Send: Once the included line items are confirmed, there will be two options to generate the invoice. The invoice can generated without being sent, or created and sent to the received in the same process. The value in only generating an invoice is usually to record a received payment. Note: Payments can only be recorded in relation to an invoice.
Once the invoice is generated, it is stored within the budget tab of its correlating project. In addition, it can be found from the billing page, reporting page, dashboard, or search filter.
Added Notes:
There cannot be duplicate Invoice ID’s
A voided invoice is stored in the project, but cannot be reverted back to an active invoice
Invoice amount cannot be negative
Customer cannot be different than listed customer of Project and Job