Create a final invoice for quoted or estimated times and costs

Use these instructions to create the final invoice when work on the job is complete. You can select which tasks or costs are included in the invoice.

If the job is:

• based on a quote, the billable amount for each task and cost is calculated from the estimated times and costs shown in the quote.
• not based on a quote, the billable amounts are calculated from the estimated times and costs in the job itself.

Creating the invoice

To create the final invoice for a job based on a quote:

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 Quoted/Estimated Time and Costs.
        Date	The invoice date. This date will be shown on the invoice. This date operates as a cut-off date. Estimated and actual costs added to the job after this date will not be included in the invoice.
        Jobs	Jobs to include in the invoice. Select one or more jobs. Jobs based on a quote show a value in the Quoted column.

     5. Next. The Invoice Information screen is displayed. All costs incurred to date are shown selected.

   • Job Manager
     1. In the Jobs menu, select Jobs.
     2. Drill down on the job number of the job that you wish to produce the invoice for.
     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 Quoted/Estimated Time and Costs.
        Date	The invoice date. This date will be shown on the invoice. This date operates as a cut-off date. Estimated and actual costs added to the job after this date will not be included in the invoice.

     6. Next. The Invoice Information screen is displayed. All costs incurred to date are shown selected.

   • 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 Quote/Estimate.
        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.
2. On the Invoice Information 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.

3. Add tasks or costs, as required:
   • Add tasks to an invoice
   • Add costs to an invoice
   • Apply markup to invoice costs
4. Deselect any items that you do not wish to include in this invoice.

   If the job is based on a quote, any task or cost items added to the job since the quote was created are shown with a pink shaded background - select the checkbox next to the item to include it in the invoice.

   Deselected items will be written off when the invoice is approved and will not be available for billing in the future.

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.