Assigning time from multiple jobs to one invoice

It is possible to assign multiple jobs/project to an invoice where a client has multiple jobs/project belonging to them.

You use this feature to write off time or to create a single invoice with multiple jobs.

  • Create a new invoice or load an invoice for a client that has multiple jobs/project
  • One job will be selected to start with. This will be the ‘master job’ for the invoice
  • You can select a subsequent job to assign to the invoice, using the combo box (shown below)
  • With that new job selected create a new invoice line and assign any time to the new invoice line
    • The line could be totally blank i.e. no narration and no amount assigned
    • Or the line can have amounts and narrations as per a standard invoice

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Splitting Invoices

Sometimes a job/project needs to be split and invoiced to multiple parties with the invoices containing the same invoice line details.

Within Abtrac you’ll create the first invoice with the total amount and then split that invoice and amount between multiple parties.

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Simple reports to get started with invoicing

Getting started with your invoicing normally starts with a few reports to see who you’re invoicing and for how much. This can then be checked with project managers to confirm they are ready to invoice the clients and if they are happy with the amounts.

There are two basic reports that can get you going. Unbilled Work Quick Summary and Timesheet Entries.

Unbilled Work Quick Summary

Unbilled Work Quick Summary is found in the invoicing section and as the name suggests this will be a summarised report that you can run against one or all jobs to see quickly whats outstanding out of all your billable time.

UnbilledWorkQuickSummarySelection

UnbilledWorkQuickSummary

Timesheet Entries (Billable WIP Only)

The Timesheet entries reports are found in the Timesheet Entries section and can be used for invoicing and also general reporting. The trick is to tick ‘Billable WIP’ (shown below) to only show information that hasn’t yet been billed.

The timesheet entries report shows information based on timesheets which may be easier for a project manager to confirm what’s billable, what to hold for the next billing cycle or what may need to be written off.

Timesheet_Entries_Selection.png

Timesheet_Entries_Report.png

 

As mentioned this is the simplest way to get information to show what may be billed. Both of these reports have a number of grouping and filtering which can change the information shown, and there are also other reports that show the information in greater detail. If you would like to know more about reports used for invoicing please contact us.

Invoice Status

With AbtracOnline you can assign a different status to an invoice so your team knows where you are up to with its creation. Examples of these statuses can be Draft, Returned for Edits, Approved, Committed.

This is helpful when there is a team of people creating an invoice but one final person signing off on the contents of the invoice.

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