7.13 Billing: Invoices

Updated Jul 01, 2020

This area displays information about invoices you have generated. View individual invoices, view aggregate data, and drill down into financial data.

Dashboard

Use this screen for a high-level overview of invoice information. View sales by time period, top 10 clients by revenue, sales per bill item, and an accounts aging overview.

View All Invoices

This screen provides a more granular view of invoices than the dashboard.

Number: The unique invoice number.

Type: The service or billing model used for invoicing.

Client ID: The unique client identifier.

Client: The name of the customer.

Subtotal: The subtotal of the invoice.

Tax: Total amount of tax on the invoice.

Total: The total amount of the invoice.

Balance: The amount the customer currently owes on the invoice.

Distribution: The invoice distribution method, as set in site specific preferences.

Status: Invoice statuses include:

  • Draft: The invoice has not yet been finalized.
  • Approved: The invoice has been finalized.
  • Approved and Distributed: Invoice has been approved and sent to the customer.

Approve/Distribute: If the invoice has not been approved, a green approve button will appear here. If the invoice has been approved but not distributed, a distribute button will appear. If the invoice has been both approved and distributed, this column will be blank.

Invoice Date: The date the invoice was generated.

Due Date: This date is based on the invoice date and the customer’s payment terms.

Aging: The number of days for which the invoice has been pending payment. If the invoice has been paid, a paid message will appear here.

Aging: The category of accounts aging into which the invoice falls, if unpaid. If paid, a paid message will appear here.

View: Click this button to view the invoice.

Pay: Click this button to enter a payment.

Edit: Click this button to edit the invoice.

Red X: Click this button to remove the invoice. 

Note: The contract will not be deleted, and the invoice can be re-generated for the same period.

Prepare Invoice

From this screen, you can view, manage and process invoices that have not yet been processed. 

Note: You can view invoices in any status in this screen, including those that have been processed. Use the filters to view invoices by status, date and billing cycle parameters. 

Cancel: Cancel the invoice for this billing cycle.

Note: This option does not cancel the contract. The invoice can be re-generated if cancelled.

Gear Button: Click this button to edit contract configurations.

Invoice Date: View the date the invoice was generated, and the period the invoice covers.

Length: The number of days within the invoicing period.

Account: The account name and address.

Contract Start Date: The beginning date of the contract.

Distribution: The distribution method of the invoice.

Invoice: If the invoice has been finalized, the amount will appear here. Otherwise, the column will be blank.

Status: The status of the invoice.

  • Cancelled: The invoice has been cancelled.
  • Approved and Distributed: The invoice has been approved and sent to the client.
  • Validation Error: There are errors blocking the creation of the invoice.
  • Not Processed: The invoice has not been finalized.
  • Draft: Invoice has been prepared but is draft and can still be edited.

Note: Use the drop down to filter by status.

Subtotal: The subtotal of the invoice, if it has been prepared. If there are validation errors, or if the invoice has been cancelled, ‘Preview’ will appear in this column.

Last Invoice: The amount of the last invoice for this customer.

Prepare: Click this button to prepare the invoice.

Preview: Click this button to preview the invoice. This option will allow you make edits and resolve errors prior to finalizing the invoice.

Prepare in Batch

This option allows you to view, prepare and manage multiple invoices at once, allowing you to save time.

Cancel: Cancel the batch of invoices.

Note: This option does not cancel contracts. Invoice batches can be re-generated after cancelling.

Batch ID: The unique ID of the batch.

Region: The region in which the batch is contained.

Batch Date: The date the batch was generated.

Recurr: The number of invoices following the recurring invoicing model.

Ad Hoc: The number of ad hoc invoices (invoices not generated from a contract) in the batch.

Total: The total number of invoices in the batch.

To Verify: The number of invoices in the batch that contain blocking errors.

Subtotal: The subtotal of all invoices in the batch.

Tax: Total amount of tax in the batch.

Total: The total dollar amount of all invoices in the batch.

Cancelled: The number of cancelled invoices in the batch.

Drafts: The number of invoices in draft status contained in the batch.

Approved/Not Distributed: The number of invoices in the batch that have been approved but not distributed.

Distributed/Completed: The number of invoices in the batch that have been distributed.

Edit: Edit the batch of invoices. Editing the batch allows you to change any of the following parameters.

Operation Dashboard - Google Chrome

Region: The region of the invoice batch.

Action: The invoicing action you wish to apply to the batch. You can create the batch only or create the batch and create invoice drafts.

Invoice Date Range: The date range for the batch

Ad Hoc Invoices: Choose to include or not include invoices that were not generated from contracts.

Filter By Frequency: Filter the invoices that appear in the batch by invoice frequency.

Filter by payment methods: Choose to include invoices by client payment method.

View: View and manage individual invoices within the batch.

Invoice Analytics

See an overview of invoice items, revenue totals and more. Filter by site, by date, quarter, year and/or by location. Compare data using the drop downs at the top.

Use the drop downs to compare data.

Operation Dashboard - Google Chrome
  1. The First Data Aspect: This is the first data aspect that you would like to compare.
  2. The Second Data Aspect: Select from the drop down, or leave blank to not select a second data aspect.
  3. Filter By Account: Begin typing to filter by a specific account.
  4. Filter By Bill Item Name: Select the name of a bill item from the drop down.
  5. Filter By Bill Item Code: Select the bill item code from the drop down.
  6. Date: Select a date to filter.

You can also filter by clicking the icons on the left-hand side.

Operation Dashboard - Google Chrome
  1. Bill Item: Filter data by bill item.
  2. Account: Filter by account.
  3. Month: Filter data by month.
  4. Year/Month: Filter by year and month.
  5. Quarter: Filter data by quarter.
  6. Year: Filter data by year.
  7. Day of Month: Filter data by the day of month.
  8. Country: Filter by country.
  9. Region: Filter by region.

There is a chart with a heat map below the graphs that allows for further drill-down into the data. Larger numbers are highlighted in red.

Revenue Analytics

Drill down into revenue analytics to see data on revenue and profit and loss.

The difference between how Invoice Analytics and Revenue Analytics are calculated is that Invoice Analytics looks at items that are invoices, whereas Revenue Analytics is based on billable items. Therefore, it is possible to have revenue for a given week, that is only invoiced the next month. Revenue Analytics uses the service date, whereas Invoice Analytics uses the invoice date.

Previous Article 7.12 Tax Engine: Avalara Tax (v15) Settings
Next Article 7.14 Billing: Invoice Preparation Step by Step

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