Generate, review and issue invoices

Once you've processed pays for your employees, you're ready to generate your invoices to review, before issuing to your clients.

To manage invoices, in the quick menu navigate to Invoicing > Invoices. 

Here you'll be able to:

    • Generate a Pending invoice, view the draft invoice and make edits before issuing.
    • View an Issued invoice and if needed make an invoice adjustment such as reissuing an invoice.
    • Delete invoices.
    • Create a Manual invoice.

Warning:

Some businesses may issue invoices prior to processing all pays, if you'd like to do this please be aware of these handy tips:

  • Once an invoice is generated its linked to payslips, and if you make adjustments to your payslips, this will not be reflected in your invoices. I.e. the full line item would be invoiced (not just the difference from the adjustment).
  • To reflect any pay adjustments in invoices, these will need to be manually edited on the invoice.
Generate pending invoice

To generate pending invoices:

    1. In the quick menu navigate to Invoicing > Invoices from the drop down menu. And ensure that you're viewing the Pending Tab. Note: Ensure to have finalised your pays before Generating Pending Invoices as the Data for Invoices comes from the Pay data.
    2. Then select Generate Pending Invoices.

    3. Click Generate Invoice next to a specific client, or select all relevant clients and click Generate for selected Clients. Then select the relevant Week to address and select Generate Invoices. If you have multiple Operations (Clients) you can use the checkbox next to the operations name to generate invoices for that specific client. 

    4. Once generated, they will appear under the Pending tab ready for editing/issuing.
    5. Use the filter to view the pending invoices which will show results from the current week.
      • You can either filter by desired period Date, Operation (Client) or Office Code. And optional, choose how many invoices you see via Page Size and whether you would like Cash Basis invoices.
      • Through the Bulk Actions you can also Issue Filtered Invoices.
      • You can also Edit pending invoices (where required) for example if you wanted to preview and edit before issuing.

View and edit invoices: Once pending invoices have been generated, they can be previewed & edited before issuing:
    1. In the quick menu navigate to Invoicing > Invoices from the drop down menu. 
    2. Under the Pending tab, select the relevant date range, any other filters and click Apply Filter.
    3. Click Edit to the right of any invoice to edit or preview.
    4. Make any adjustments as needed e.g. edit descriptions to remove candidate names, Add or remove line items as needed.

    5. The invoice is now ready for issuing.
    6. Click Preview Invoice to view what the invoice would look like.
    7. When happy, click Save Invoice.

Preview_invoice_1.pngPreview_invoice_1.png

Please note that when a invoice is created the company name (rather than the trading name is used) e.g. Caffeine Group. 

This will apply to all new invoices from June 2020. Going forward, the Trading Name will be used throughout the platform interface and the Company Name will be used for any official documentation such as Payslips and Invoices.

 

Generate an Invoice for a Late Timesheet

You may have a timesheet that has been approved and the pay is processed.

And the employee submits a timesheet with a shift that they overlooked initially.

To view the late timesheet:

  1. Use the filter to view the relevant week, or search by employee name for a wider filter.
  2. The late timesheet will appear as submitted for approval.
  3. Select the Timesheet ID to view the timesheet details.

To Delete an Invoice:

    1. To delete an invoice select your desired invoice/s in the Pending tab
    2. Select Bulk Actions select Delete Selected Invoices.

Issue an invoice and send

Once a Pending Invoice is generated and issued, it will appear in the Issued Invoices tab.

To view issued invoices:

    1. In the quick menu navigate to Invoicing > Invoices from the drop down menu.
    2. Select the Issued Tab.
    3. Select the relevant date range, any other filters (for example Operation (Client), Office Code or Status including email status) and click Apply Filter.
    4. Select the ID to view the invoice.

    5. You can also use the Bulk Actions options to:
      • Email Selected Invoices- to email invoices to your clients
      • Download Selected Invoices
      • Download Selected Attached Timesheets
      • Download Selected Xero Sales
      • Download Selected MYOB Sales
      • Export CSV for Select Invoice
    6.  You can also use the Settings Icon you can also Edit or Reissue Invoices or Add Credit
Invoice adjustments

When creating adjustments, the above video shows the two available approaches:

    • Editing an issued invoice, and reissuing to your client or
    • Issuing an invoice and applying a credit note

The approach you choose will depend on your accounting preferences

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