Collaborate on Invoice Details Example for Management with Ease Using airSlate SignNow

Invoice details example for Management

[Music] let's now look at the last piece of the puzzle the invoicing portion we'll look at the generate invoice interface and then what a an invoice record looks like so let's dive in quickly i'm on the client projects what i would like to do is to generate an invoice for many or maybe one project in particular i might be a project manager or an accounting team member so i will go on the generate invoice interface from here there are a couple of options so first you can invoice per project or per account i'll leave it per project for now i'll select two months just to collect as much data as possible because we're in a demo org obviously um you can search for different billing types so the billing type we discussed earlier which are the billing method will always appear here um we will always recommend to leave all for now because you want to see everything and the approval status usually all of your items that you want to be displayed on an invoice should be approved this way you don't end up with any surprises but you could also search for on not approved items if ever you want to validate or proceed with unapproved lines so the results are here per project you've got three big columns to look at so the fixed amount all of the amounts related to a project billing so for example you might set um a fixed fee at the beginning of your project or monthly or recurring amounts that you want to charge your customer those would um those would end up here or maybe even some payment related to a milestone completion so at a certain time in your project you want a specific amount to be invoiced so all of these amount would end up in this column the other column will only show you data related to time entry so your resources are working they are logging time on the time and expense project that's very important and on this time and expense project this time multiplicated by uh the rate of the re the resource or if you're using a rate card these item will all be considerated um considered sorry and you'll get the um the amount to be invoiced the last column is the expense column so in this column you'll see any amounts related to expenses that could have been created on a specific project so as i said i look at the approve i'll show you the not approved search so you'll see the the results are different i have um one expense report that has not been approved on the acme 2 project i've got four hours of not approved but when i look at approved this same project the acme 2 i have six hours of approved time and an expense report of 375 dollars that is approved so let's just create the invoice what you need to do is to select one or many and then you click on create invoice the system is taking all of the items that were presented here and pull them together and create and create one one record which is called the invoice in this case it created invoice 16. let's click on this a lot of information will be presented on an invoice record when you first create it you might need to refresh just to see the um here we go the information coming on your new invoice so what you see now is in the invoice line item section everything related to your time entry has been brought over so roxanne green entered six hours on the task design here were um her um here are her timesheet notes everything she she wrote in the note of my timesheet what was her rate and what's the amount so you've got a line item that has been created here the invoice expense item section is going to create one expense item line uh invoice expense item line per um expense line that was created so with the detail you'll see the expense line and um and the amount as well the anything related to fixed fee amounts would be created in this section uh in the same format as you see above and the invoice additional item is just giving you the possibility to create at the invoice moment so when you're invoicing a new line item that you would like to consider that is not a fixed fee an expense line or an expense line or an invoice line item that you want to add to the invoice here you're going to see the payment so if you're tracking maybe you're connected with an accounting system and you're pulling back that information or you're entering it manually so you could write the payments that were done on this invoice all of the files that you would like to add to the invoice so i'm not talking about the um expense related files we'll see that a bit later on and the invoice history section providing you information of what has been done and or when was created that invoice those are all the related item i started with them because we've we came from the generate invoice tool then if i look at the detail of my invoice standard information the name that could all be also set if you want to have a specific name or number because these are auto numbered so when you generate a new invoice it's going to populate with an auto number and you can set that uh as to to answer your need um after that you got the dates information payment schedule information what's the invoice the total invoice of all these items including this whatever has been paid with a balance that would be auto adjusted the uh which project is it for and and then you've got information that comes from your organization that is there you know we set up the brain box the brainstorm box to be the organization from which you are invoicing because if you remember well you could have more than one organization in your client instance in this case we invoiced from the brainstorm box so it pulled some default information on the invoice such as the uh such as the payment uh schedule and and the sales tax also if you look at the other section that comes from the uh the the organization but can always be adjusted as per you need if ever you you want to there are some features that are related to accounting systems or integration you might want to use or not so you could hide or display these fields or yeah these fields are even section so that could be all um hidden then you've got the financial information so everything related to labor amount expense amount fixed fee amount so of this record very interesting and this is the invoice formatting section so i was talking about information that was coming from the organization i know we covered it very very briefly but um these are options that will uh uh that will change the behavior of this invoice or maybe the behavior in creation the format of your pdf that could be generated on this invoice so let's look at this now the invoice formatting is saying that we want to for example display an amount column we want to display a tax column we want to include the rate on the invoice to display the timesheet notes or the comments from your resources so these would all be appear on your on your pdf but you could select not to display them you could include the receipt so i was talking about the um included attachment on my expenses so i could select to add this include the notes if ever i have any the notes and the expense note sorry and then all of the payment information this comes from the organization so as you see here this footer node originates from organization you can all change that but i'm going to leave it for now and um click on preview pdf this is generating the pdf from the information we had on the invoice so as i said the cycle is really you your users are working your approvers are approving you generate an invoice and what you end up with is stuff that has been approved that should make sense to be sent out to your to your customer so information from the organization by default your logo your address and then invoice information that we saw on the invoice record we had some time related information so we know that this resource entered this amount of hours at this rate with for this total amount we also add some um expenses so we had another section in which we don't see the detail but combines the services hour and the expense so you could hide or display this section depending on the invoice formatting options you're choosing um add or show or hide the tax as we saw earlier and it gives you your your amount you see there are many pages we're going to look at this this is the information we saw that could be displayed on your invoice automatically and the photo notes here based on one of the options i wanted to have a detail of my uh per resource so now i've got one resource roxanne who entered these amount of hours so that's one detail i could have on a separate page same thing for the expenses and i also asked for the uh expense receipt or the in in yeah expense receipt to be displayed in this case these are logos just for the sake of the of the demo but you get the idea that's a very um useful out-of-the-box tool that could be that is provided included in your client psa the other options you see at the top the first one is related to zero integration if you're not uh using it we could always hide it and then the email invoice is an option to invoice two emails or your invoice to your customer the uh get payment from quickbook is the same as zero and we can hide and the last one is the invoice workspace so using this tool you will be able to uh add maybe some or create easily some write-offs so maybe your invoice is already created but at some point you would like to your customer not to be charged for for um one of the items uh that was that was created from your users approved by your managers or by your approvers and that end up on the invoice but at certain point you want to you want to have a write-up for that instead of going back and forging the hour and playing with the numbers you remain on the invoice and you select items to be exclude so either you're gonna say well um you know what uh i had this expense line here um that i will not include so i will write off this allows me to still display this line or have it on the invoice and the customer will know that you took this uh this amount on you basically so that you're not charging him for this amount so it could be very uh could be very useful so if i go back and refresh this invoice you will see that the balance change because i'm not considering this amount anymore it has been written off right and i could or not decide to include it on the invoice it would be it would show as a negative amount on my pdf so there are a lot of options um to help you with invoices keep in mind that one could maybe decide to use its own sorry its own solution to generate documents um that would replace maybe the out of the box pdf because you have a more custom template that you would like to use um so that's it that's the invoice portion of klein