How Do i Process Invoices?

Other than the Manual Invoice screen, you can make billing decisions and create invoices from Billing Review. You can display as much or as little detail as you want on your invoices. Web Suite allows concurrent billing wherein multiple people can bill at the same time.

You can create your invoice at a basic level with a few mouse-clicks or at an advanced level with all the details. Please read the desired sections.

Basic Billing

To generate invoices in Billing Review:

1. Click Billing on the navigation bar and then click the Billing Review tab.
2. In the View By field, select Project. You can also select other options like Client.
3. Using the From/To fields, select the projects or clients from the lists.

4. In the Period field, select your billing period. If required, enter the billing date. Today’s date is the default.
5. After setting the filters, click Refresh. Web Suite displays all billing records that meet your criteria.
6. Review the billing data. The amount in the Net Bill column is the amount to be billed on the invoice. You can adjust it by applying a discount, retainer on account or manually adjust it to any desired value.

Depending on the contract type of the project, the Net Bill amount can be the total of time and expenses charged to the project, a fixed fee amount, a scheduled bill amount, a recurring amount or a percent complete computation. You can change its label in the Custom Labels screen.

7. Web Suite automatically inserts the Invoice Date (based on your system date) when you are generate billing records. However, you can edit it.

Web Suite bases invoice aging and late fees on the invoice date. To allow time for company processing and mailing, it is common practice to advance it by several days.

To process a billing record into an invoice, check the Bill box. In the background, Web Suite assigns an invoice number to it when you do so.

8. When you are ready, click Process. If you want to produce a draft invoice for now, click Draft instead.

The selected billing record disappears and moves to the Invoice Review screen.

Advanced Billing

To use additional options:

1. For a joint invoice, enter an identifier in the ‘J’ field.
2. To bill on a project’s percent complete basis, enter a % Complete value in the grid.
3. To apply a discount, enter a dollar amount.
4. Retainer reduces the net bill amount carried to the invoice after taxes. Enter a dollar amount.
5. Click  on the left of the billing record to view its billing details.

You must use the entire Project Retainer before applying the Client Retainer to a billing record.

For cost-plus contracts, Fixed Fee amount is auto-calculated.

MST applies to labor or service billed on an invoice and MET applies to expenses billed. The rates carry from the Company, Client or Project profile.

You can preview, print and finalize your invoices in the Invoice Review screen.