7.14 Billing: Invoice Preparation Step by Step

Updated Jul 04, 2020

This document provides step-by-step instructions on how to prepare invoices.

  • Under the Billing tab, click on the Prepare Invoice menu option.
  • Ensure all the prerequisites have been done.
  • Click on the Preview button to resolve any billing errors.

To avoid any billing errors, you should ensure that all contracts are set up with service models, that all shifts are approved for hourly services, and that all contracts have  billable services for this billing cycle.

Click on the Billing tab.

Click on Prepare Invoice.

You can filter the occurrences. If you filter by dates  always ensure you are including the date the invoice is created, usually a day after the period ends)

Ensure there is a distribution method for each invoice. Invoices for sites that have no distribution method will show an error in the Distribution column.

This error can be resolved by going to the site and configuring a distribution method in the site billing options.

Depending on the status of the invoice, a pop-up window will open with a pre-selected choice.

Create Invoice as Draft & Edit:  -  Make changes to the line items in the invoice  either add or remove

Create Invoice & Preview PDF: Generate the PDF for the invoice *Preferred option if you do not think the invoice needs manual adjustment

Create & Approve Invoice: Once the invoice is approved it cannot be edited * This should be used for recurrent items or fixed cost invoice, or already reviewed invoices.

Create & Approve & Distribute: Will create and Approve the invoice, and will send a copy to the client, and to you if selected.

You can also go to View All Invoices to approve and distribute invoices.

Follow this path: Dashboard > Billing > View All Invoices

If there are any billing errors, select Preview on the Invoice line and then validation error to fix the issue. Once errors are fixed, you can create the invoice type of your choice again.

Once you have reviewed your invoice, edited if needed, you can now approve and distribute your invoice.

Operation Dashboard - Google Chrome
Previous Article 7.13 Billing: Invoices
Next Article 7.15 Receivables

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