Invoices

Once you have at least one client, the time will come when you need to bill them. In TimeTrex, you do this by sending an invoice. To prepare an invoice, you will need to setup the client and at least one Client Contact. You will also need to setup Products in advance. To create and manage invoices, follow the steps below.

To add an invoice:

• Click Invoice, then click Invoices in the main menu.
• Click New in the button bar.
• An inset page will appear which contains several tabs: Invoice, Client Contacts, Payment Methods, Transactions, and Audit. Since this is the first edit, the Audit tab will be inaccessible.
• On the Invoice tab, choose the Client for this invoice. This will pre-populate the contact drop-down listings.
• If applicable, when you are first creating this invoice, choose an option other than Open in the Status drop-down listing.
• Make choices from the Billing Contact, Shipping Contact, and Other Contact drop-down listings.
• If necessary, change the Currency, and optionally enter the client PO Number.
• Choose dates for Invoice Date and Order Date.
• Choose the date for Payment Required, the date by which you expect payment, and optionally enter a value for Shipped Date.
• Make a selection for the internal Sales Rep, optionally enter a Tracking number, and choose the correction option for Shipping Policy (if applicable).
• Next, move to the Product section. Here you will choose a product from the drop-down listing, which is driven by the products that have been setup in the Products feature. After choosing from the list, a corresponding Description will appear. You will need to enter a value for QTY, which is the quantity of this particular product for which you are invoicing the client.
• Click the button if you need to add another product to this invoice, and then follow the instruction in the previous step.
• At the bottom of the Invoice tab, you can enter a private note that won’t be seen by the client. Any entry in the Note (public) is for the client to see.
• Check the box for Email Invoice To Contact(s) if you want an email message to be sent to the contacts that contains the invoice.
• For convenience, you may click on the Client Contacts tab to see all of the contacts for this client. Reviewing this list may help you choose the appropriate contact on the first tab (Invoice). You may also view the various methods of payment on the Payment Methods tab.
• On the Transactions tab, you’ll find individual line items on the invoice. This tab is simply another means to view the line items of an invoice, particularly debits and credits.
• Click the Save button to commit your changes or click Cancel to discard.

To edit an invoice, do the following:

• Click Invoice, then click Invoices in the main menu.
• Click Edit in the button bar.
• An inset page will appear which contains several tabs: Invoice, Client Contacts, Payment Methods, Transactions, and Audit.
• On each of the tabs, edit the fields that you want to change, remembering that some of the fields may be mandatory.
• For convenience, you may click the drop-down list in the upper right to edit another invoice.
• Click Save to commit your changes or click Cancel to discard.

To delete an invoice, do the following:

• In the listing, select the invoice from the listing and then click the Delete button.
• Click Yes to confirm; otherwise click No to cancel.

 

Invoice Wizard

The Invoice Wizard allows you to create invoice transactions, and optionally invoices, for one job, multiple jobs, or all eligible jobs in a single operation using recorded billable time. This is useful for companies that invoice clients primarily based on time worked and want to generate invoices for a billing period, then review or edit them afterward.

Before using the Invoice Wizard:

• Each job that you want to bill must have a Client assigned.
• Each task that you want to bill must have a linked Product.
• Billable time must exist on employee timesheets within the date range you choose.
• If a task amendment billable rate exists, it is used first. Otherwise TimeTrex uses the Task Billable Rate, then the Job Billable Rate, and if no billable rate is defined it uses the product price.

To generate invoices using the Invoice Wizard:

• Click Attendance, then click Jobs in the main menu.
• Click the three-dot More button and select Invoice.
• In Step 1, select one or more jobs that you want to invoice. To invoice all eligible jobs, choose All.
• In Step 2, select the date range that you want to bill. You can choose a preset Time Period, a Custom Date range, a specific Pay Period, or a Pay Period Schedule option, depending on the time period selected.
• Select the Effective Date. This date is used as the invoice date and as the effective date on the generated invoice transactions.
• In Step 3, choose the invoice options:
  • Create Invoices creates invoices and attaches the generated transactions to them. If this option is not selected, TimeTrex creates invoice transactions only, which can be reviewed later in Transactions or attached to invoices later.
  • Include all non-invoiced transactions in the same date range adds other non-invoiced transactions for the same client and date range to the invoice, not just the transactions created by the current wizard run.
  • Overwrite already existing duplicate transactions removes existing duplicate debit transactions for the same Job, Product, and Effective Date before recreating them. Use this option only when intentionally regenerating the same billing period.
• Click the green checkmark to start the process.
• Review the progress and status window, then review the results in Invoices and Transactions.

When invoices are generated:

• TimeTrex creates invoice transactions from billable time recorded against the selected jobs and tasks.
• The quantity on each line item is the total billable hours for that task within the selected date range.
• If you select multiple jobs, TimeTrex processes them in one operation, but each job that produces billable transactions is invoiced separately.
• Client default billing, shipping, and other contacts are applied when available.
• A private note is added to each invoice showing that it was generated by the Invoice Wizard, along with the job name/number and billing period.

Troubleshooting:

• If no invoices are created, confirm that the selected date range overlaps the job start and end dates.
• If a job produces no invoice lines, confirm that the job has a client, the task has a product, and billable time exists in the selected date range.
• If the Invoice option does not appear under the More menu, verify that the user has permission to add or edit invoices.