Once you are satisfied that a draft invoice contains the correct information, you should approve it.
- What does 'approve' mean?
Once an invoice has been approved, it means that:
- the financial information it contains cannot be modified (although the description and date that appear in the invoice can still be changed)
- the information it contains is 'pushed' (exported) to Xero, if you are a Xero user
- estimated billings and WIPWork In Progress in WorkflowMax is all uninvoiced staff time and disbursements recorded on client jobs. are updated to reflect the invoiced amount
- it is moved from the Draft tab to the Awaiting Payment tab on the Invoice Manager screen
- you can mark it as 'sent'. Marking an invoice as sent does not actually send it to the client, but simply displays a in the Sent column in the Invoice Manager screen. This makes it easy to see which invoices have been sent out.
When invoices can be approved
Invoices can be checked and approved at the same time as they are created.
Alternatively, draft invoices can be created and saved for review and approval later (see below). This second option may work well where one person creates the invoices and another person checks and approves them.
Approving one or more draft invoices
To approve one or more draft invoices:
- In the Business menu, select Invoices > Draft tab. The Invoice Manager displays a list of all draft invoices (or a filteredA filter provides a quick way to display only selected clients, invoices, quotes and work in progress based on pre-defined criteria. Once a filter has been selected, it becomes the default title for the page. Page titles that are also filter names are shown in blue text with a drop-down arrow, at right. sub-set).
- Use the checkbox to the left of each client name to select each invoice you want to approve.
- Approve. WorkflowMax displays a message indicating how many invoices have been approved. The approved invoice (or invoices) are displayed on the Awaiting Payment tab.