Create a final invoice for actual time and costs

When work on a job that was not based on a quote is complete, you can create the final invoice for the work.

Final invoices can be created using the Work in Progress Manager, Invoice Manager or Job Manager.

Creating the invoice

To create a final invoice for a job based on actual time and costs:

1. Open the New invoice screen using the:
   • Invoice Manager
     1. In the Business menu, select Invoices > + New > New Final Invoice.
     2. On the New Final Invoice screen, provide the following information, as required.

        Field	Description
        Client	The name of the client that you wish to produce the invoice for.
        Contact	The client contact person that the invoice will be sent to. This person's name will appear in the invoice. If you are planning to invoice more than one job, it is best to leave the Contact field blank. Leaving the Contact blank ensures that all available jobs for the client are displayed, rather than only those jobs for the selected contact person.
        [invoice type]	The invoice type. Make sure that Job Invoice is selected.

     3. Next.
     4. On the New Final Invoice screen, provide the following information, as required.

        Field	Description
        Client	The name of the client that you have selected to receive the invoice.
        Invoice Type	Type of invoice to produce. Select Actual Time and Costs to create an invoice for work completed to date.
        Date	The invoice cut-off date. This date will be shown on the invoice. Work that has been completed up to or including this date will be included in the invoice. Any work completed after this date will be ignored.
        Jobs	Jobs to include in the invoice. Select one or more jobs.

     5. Next.

   • Job Manager
     1. In the Jobs menu, select Jobs.
     2. On the Job Manager screen, drill down on the job number of the job you want to invoice.
     3. On the job detail screen, select the Financial tab.
     4. Select New Final Invoice.
     5. On the New Final Invoice screen, provide the following information, as required.

        Field	Description
        Job	The job number and name that you have selected to receive the invoice.
        Folders	The Folders checkbox is displayed only if there are folders currently set up on the job. If you want to include the job's folders on the invoice, make sure this checkbox is selected. If you deselect the checkbox, the job's tasks and costs are included in the invoice, but not the folders. To ensure that the Folders checkbox is selected by default, go to Business > Settings > Organisation Settings > Invoice section and select the Include Folders checkbox.
        Invoice Type	Type of invoice to produce. Select Actual Time and Costs to create an invoice for work completed to date.
        Date	The invoice cut-off date. This date will be shown on the invoice. Work that has been completed up to or including this date will be included in the invoice. Any work completed after this date will be ignored.

     6. Next.

   • Work in Progress Manager
     1. In the Business menu, select Work in Progress > List tab.
     2. Use the checkbox to the left of the client name to select one or more clients to invoice.
     3. Invoice.
     4. On the Invoice dialog, provide the following information, as required.

        Field	Description
        Date	The date to appear on the invoice. Type the required date or select it from the drop-down calendar.
        Type	The invoice type. Select Final.
        Invoice	What the invoice is based on. Select WIP.
        Grouped by	Controls how invoices are grouped for output. Grouped by: Client puts all invoices for each selected client into a single file. Job creates a separate file for each job.

     5. Create. The requested draft invoice (or invoices) are created.
     6. Select View details. The Invoice Manager (Business > Invoices), Draft tab is opened to list the invoice (or invoices).
     7. Do one of the following:
        • Use the checkbox to the left of the client name to select one or more invoices to approve, delete or print, as required.  Stop here! Continue with Step 2 below only if you wish to check or modify an invoice.
        • Drill down on the client name to open an invoice for checking. Continue with Step 2 below.

1. On the New invoice screen, provide the following information, as required.

   Field	Description
   Contact	The client contact person for this invoice. Select the required person or click into the field and Add a new contact.
   Date	Invoice date. Can be changed to Yesterday, Today (default), Tomorrow, End of last month, End of this month or you can pick another date from the drop-down calendar.
   Due date	The date the invoice is to be paid by. Can be changed to Today, 20th of next month, End of next month or you can pick another date from the drop-down calendar. If the client has been allocated a Client Type, the Due date is calculated from the Payment Terms set there. If no Client Type is allocated, the Due date is calculated from the Payment Terms set in Organisation Settings > Invoice settings.
   Sent	If you plan to send the invoice now, select the checkbox to mark it as sent. If you plan to send the invoice later, select the checkbox at that time.
   Pricing mode	The pricing method to use for prices in the invoice. Prices are calculated depending on the Invoice Type you selected earlier. Select Calculated price if you want to use the deposit amount shown. Select Fixed price if you want to specify the price directly for the deposit amount. For further details about how Pricing mode works, see Fixed price quoting and invoicing.
   Total checkbox	The total checkbox (at right) indicates which billable items to include in the invoice for each folder or group of tasks/costs. The checkbox has four display options: (default) Select to include all items in this group in the invoice Deselect to include no items in this group in the invoice There are currently some items in this group to include in the invoice There are currently no items in this group. Each individual group of tasks and costs also has its own total checkbox (to the left of the Name heading). This lets you quickly select (or deselect) a group of tasks or costs to include in the invoice.
   Tax rate	The tax type and rate to apply to each billable amount in the invoice. If you have more than one rate set up, select the required rate. Tax names and rates are set in Organisation Settings > Financial settings.

2. Add tasks or costs, as required:
   • Add tasks to an invoice
   • Add costs to an invoice
   • Apply markup to invoice costs
3. Deselect any items that you do not wish to include in this invoice. Deselected items will be written off when the invoice is approved and will not be available for billing in the future.
4. Make any final adjustments, if required.

   Changes to invoiced hours will have no effect on the billable amount if you selected the Fixed Price Pricing Mode above.

   • Adjust the invoiced hours
     1. Do one of the following:
        • Drill down on a task shown in the invoice (to adjust time for that task), or
        • Select the Timesheets tab (to adjust time for any task or staff member).
     2. If required, change a value under the Invoice column to show the number of hours you wish to invoice for.

        Invoice value	Select ... in Billable? column	Status
        Invoice = Time	Yes. The client will be invoiced for the time worked.	-
        Invoice > Time	Yes. The client will be invoiced for more time than was worked.	Write on
        Invoice < Time (Invoice value may be zero)	Yes. The client will be invoiced for less time than was worked. No. The client will not be invoiced for the time worked. Unbilled time is written off and will not be available for invoicing again.	Write off
        	Future. Unbilled time is written off and will not be available for invoicing again.	Write off

     3. Repeat Step b. until you have made all necessary adjustments to billed time.
     4. Save your changes.

   The Invoice Summary at the bottom of the screen will be updated to reflect any changes. Notice that the:

   • WIP Work In Progress in WorkflowMax is all uninvoiced staff time and disbursements recorded on client jobs. column shows the total amount of time and costs charged against the job, including anything after the invoice cut-off date.
   • Write-ons column shows the total adjustments to time or costs. A positive value is an additional charge (a  write on In WorkflowMax, a write on is an increase in the amount you will charge for time or costs (or both). For example, you might do this if you charge a minimum of an hour's time for the first hour worked even if you worked less than this. See also: Write off. ) and a negative value is a reduced charge (a  write off In WorkflowMax, a write off is a reduction in the amount you will charge for time or costs (or both). For example, if an inexperienced employee spends more time on a job than expected, you might charge for less time than was actually worked. See also: Write on. ).
   • Interims row shows the value of any  interim payments An interim payment (an 'interim') is created on a job where you have invoiced an amount that is to be taken off the total outstanding billable amount for the job. .
   • Carry forward column shows total amount of time and costs that will be carried forward to the next invoice.
5. Check that the information shown is correct, then do one of the following.

   When a final invoice is approved:

   • any deselected items that were not included in the final invoice will be written off and will not be available for billing in future.
   • you can have the job state change automatically to Completed or to a customised state such as On hold. For further details, see Organisation settings.
   • the job is not closed off. The job will still appear in staff lists unless its state is Completed.

   Button	Description
   Approve	Allocates an invoice number and changes the invoice status to Awaiting Payment. Once an invoice has been approved, its financial details cannot be changed.
   Approve and print	Same result as Approve, but also displays the Print Invoice screen. Once an invoice has been approved, its financial details cannot be changed.
   Options > Edit	Opens the Edit Invoice screen to change basic (non-financial) details of the invoice. You can also use the edit link to open the Edit Invoice screen.
   Options > Delete	Deletes the current draft invoice. You might use this option if you found errors and wanted to start again. There are significant differences between cancelling and deleting an invoice in WorkflowMax.
   Options > Cancel	Option available for approved invoices only. Cancelling an approved invoice removes the invoice from WorkflowMax and voids the invoice in Xero, if you are using the Xero integration. Cancelling an invoice also leaves details of the invoice in the Financial tab of the job.

More to explore...

• Cancel or delete an invoice - For further details about the differences between cancelling and deleting an invoice.