Create an Invoice from Invoiceable Items

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:

1. Go to Invoicing > Invoiceable Items.

2. Tick the checkbox next to each invoiceable item you would like to include in the invoice.

3. Click With selected Invoiceable Items > Generate New Invoices.

4. Select the Invoice Date.

5. Click Go.

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.

Invoice Status

An invoice will have one of five statuses, indicating how far it has been processed in Astute.

Draft	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
Sent	The invoice has been sent to a client but hasn’t been viewed or had a payment applied
Viewed	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
Partial	The invoice has a partial payment made against it
Paid	The invoice has been completely paid