Invoicing
This page describe invoicing of task. This is a complex subject and this page is still in the early stages.
Invoicing a task involves creating invoice lines based on the product use or hours registration etc on the task.
Invoicing is usually done by pressing the Invoice now button on the task details page, or from the Pending invoicing page, which is available in the menu in the Task module, but you may also schedule automatic invoicing.
When an hour registration or product use has been invoice it is usually marked as "handled" and so will not be invoiced again.
Invoice method
A task has an invoice method, which can be one of the following:
- Hours/products: This will accumulate every hour and product added to the task and regard it as invoicable
- Fixed price: An agreed upon fixed price
- Fixed price (except products): An agreed upon fixed price but where additional products added will also be regarded for invoicing
- Per planned visit: There will be created an invoice line for each planning of the task; this will also include product use
- Per planned visit (max. 1 pr day): There will be one invoice line per day where there is one or more plannings; this will also include product use
- Per real visit: There will be created an invoice line for each hour registration on the task; this will also include product use
- Per real visit (max. 1 pr day): There will be one invoice line per day where there is one or more hour registration; this will also include product use
- No charge: There will not be created invoice lines for the task
- No charge (except products): There will only be created invoice lines for the product use
- Stage invoicing: A bit like fixed price with multiple budget areas, but the amount is invoiced in stages, available from mid 2024
If the task is part of a project then you may also select Invoice from project.
When editing a task there are other fields that appear depending on the invoice method:
- Instant invoice: If checked, the task is instantly invoiced every time work has been done, or products added and used for the task
- Consolidate invoice: If checked, when invoicing the task, invoice lines that are similar to each other will be consolidated
- Requisition: Add a requisition number usually used for later invoicing purposes towards the receiver
- On seperate invoice: If checked, the invoice for the task is separated from any other invoice
- Price: The fixed price for the task, or the price per planned visit or real visit
- Written down by: How much of the fixed price task has been invoiced (as a task can be invoiced multiple times)
- Interval: How often should the task be invoiced - only for task of the type repeat - exact times
- Next invoice date: When is the next invoice date for the task - only for repeat - exact times
- Next period start: Only for repeat - exact times
Hours/product
Invoice lines will be created for each invoicable product use and each invoicable hour registration.
Fixed price
This means that the task has a fixed price; when editing the task additional fields will appear allowing you to specify the fixed price, and to see how much has been invoiced to far.
You can also specify the invoice period, f.ex. every month.
Fixed price (except products)
This is similar to Fixed price, except additional invoice lines are created for invoicable product use.
Per planned visit
This will find all plannings for the task in the relevant period, and will create an invoice line for each.
There will also be created invoice lines for each invoicable product use.
Per planned visit (max. 1 pr day)
This will find all plannings for the task in the relevant period, and will create an invoice line for each, but no more than 1 invoice line per date.
There will also be created invoice lines for each invoicable product use.
Per real visit
This will find all invoicable hour registrations for the task in the relevant period, and will create an invoice line for each.
There will also be created invoice lines for each invoicable product use.
Per real visit (max. 1 per day)
This will find all invoicable hour registrations for the task in the relevant period, and will create an invoice line for each, but no more than 1 invoice line per date.
There will also be created invoice lines for each invoicable product use.
No change (except products)
Invoice lines will be created for each invoicable product use.
Stage invoicing
If a task uses stage invoicing a new tab named "Stage invoicing" will appear on the task details page. Here you can add any number of lines, each line will have a value and a percentage.
When you invoice the task, invoice lines will be created for any lines where the current percentage is greater than the previous percentage; if the previous % was greater than 0 then a negative line will also be created. So if the value is 300000 and the previous % is 10 and the current % is 20, two lines will be created: one for -10% of 300000, and one for 20% of 300000.
No charge
Invoicable
Product uses and hour registrations are considered invoicable if:
- They were on a date in the invoice period; for repeat - exact times tasks the period up to the start of the next period; for other task types the period is up to today.
- They are not marked as "handled"
- For tasks of the type repeat - exact times the task must be closed
- There is a setting which controls if hour registrations must have been approved before they can be invoiced
- Certain companies and work areas may be excluded from invoicing; this applies to hour registrations
Line text
When generating invoice lines the line text is constructed from the fields that have been selected in the configuration in the Invoices module.
Project
If a task belongs to a project it may be invoiced to the project. This means it cannot be invoiced on its own, only by invoicing the project.
See also
Why are the remaining amounts on the invoice not recalculated?
Why tasks that have been set to be free of charge still are displayed under "Pending invoicing"