Before you Create an Invoice
When invoices are generated, they will automatically be linked to the active entity. In portals with multiple entities set up, this is the entity that is selected in the primary navigation bar. Before you create an invoice, make sure you’re accessing the correct entity.
Any changes which need to be made to an employee’s settings (eg amending a charge rate) should be done on the job in the employee’s user profile. You should do this before you create an invoice to ensure that the correct details flow through.
Create an Invoice from Invoiceable Items
To create a new invoice that includes an existing invoiceable item:
Go to Invoicing > Invoiceable Items.
Tick the checkbox next to each invoiceable item you would like to include in the invoice.
Click With selected Invoiceable Items > Generate New Invoices.
Select the Invoice Date.
You can add invoiceable items to an existing draft invoice by selecting ‘Add to Existing Draft Invoice’ instead. If there are no draft invoices, a new invoice will be created.
Once an item is included in an invoice, it will not appear in the default view of the Invoiceable Items report.
An invoice will have one of five statuses, indicating how far it has been processed in Astute.
The invoice has been generated but hasn’t been sent to a customer
If the invoice is deleted, any timesheet or expense items will be released and ready for invoicing again
|The invoice has been sent to a client but hasn’t been viewed or had a payment applied
The invoice has been sent to and viewed by a client. This status will only appear if you use the ‘Send via Email’ option. It will not appear if ‘Send via Email with Attached’ or ‘Send via Post’ are used.
The Invoice History will display the details of who has viewed the invoice and when it was viewed
|The invoice has a partial payment made against it
The invoice has been completely paid