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Entering An Invoice

Tradify offers two options when entering an invoice. The first option can be used to enter an invoice for a single job. This is done in the job screen and is the most straight forward of the two. The second option can be used to enter an invoice for multiple jobs. This is done in the invoices list screen and is a little more complex.

 

Entering an invoice for a single job using the job screen

The easiest way to enter an invoice is in the job screen. You can get to the job screen by clicking on Jobs in the main navigation bar. Next you need to find the job in the jobs list, then click on the job number to get to the job screen.

 

 

Once you’re in the job screen click on the Invoices tab then click on New Invoice.

 

 

Three options are presented to you when entering an invoice.

 

 

Time & Materials Invoice – this option will generate an invoice based on the time and materials logged against a job. You are free to make adjustments after the invoice has been generated. This is the best option to use for jobs done on a time and materials basis.

Copy Quote to Invoice – this option will generate an invoice based on one or more quotes associated with the job. Line items will be created to match the selected quotes. You are free to make adjustments after the invoice has been generated. This is the best option to use for jobs that have been done on a fixed quotation basis.

Miscellaneous Invoice – this option will generate a blank invoice which you can add line items.

 

Once you’ve selected the option you wish to use, click OK to generate the invoice. In the example below we have generated an invoice using the Time & Materials Invoice option.

 

 

Customer – the customer you are invoicing. This defaults to the customer used for the job but can be changed if you want to invoice another customer.

 

Site - Use this if your customer has separate physical locations and you wish to record which customer location this invoice is for.

 

Pricing Level – the pricing level to use for this invoice. Pricing levels are used to calculate pricing for time and materials. This defaults to the customer’s pricing level. You can find out more about pricing levels here.

 

Invoice Date – the date of the invoice. This defaults to today.

 

Due Date – the date the invoice is due for payment. If the Default Invoice Due Date settings have been entered for the selected customer they will be used otherwise this defaults to today’s date plus the number of days specified in the Default Due Date Days setting in your invoice settings. You can find out more about invoice settings here.

 

Reference – a customer reference or purchase order number.

 

Document Theme - the theme to use when printing or emailing  this invoice. You can find out more about document themes here.

 

Description – a description of what this invoice is for. The Show invoice description setting in your invoice settings will determine if this shows on the printed invoice. You can find out more about invoice settings here.

 

Adding a line item to an invoice

To add a new line item to an invoice click New Line Item​.

 

 

Three options are presented when adding a line item.

 

 

Time – use this option to add a line item for labour.

 

Price List Item​ – use this option to add line items that represent materials from your system price list. Price List Items are items that have already been entered into your system price list before hand with specific cost and price values. You can find out more about price list items here.

 

Miscellaneous – use this option to add a line item for any other item you wish to invoice.

 

Adding a time line item

 

To add a line item for time, select Time, enter all of the required information, then click OK.

 

 

Billing Rate – the rate at which the time is to be charged at. You can find out more about billing rates here.

 

Description – a description of the line. This defaults to the billing rate’s display name.

Quantity – the number of hours to charge for this line.

 

Unit Price – the hourly rate to charge for this line. This defaults to the billing rate hourly rate.

 

Account Code – the code to use for this line when sending this invoice to your accounting system.

 

Adding a price list item line item

To add a line item for a price list item, select Price List Item, enter all of the required information, then click OK.

 

 

Price List Item – the price list item to use for this line. This field is searchable, items will appear in a drop down list as you type.

 

Description – a description of the line. This defaults to the price list item’s display name.

 

Quantity – the quantity of price list items on this line. This defaults to 1.

 

Unit Price – the amount to charge for each price list item on this line. This defaults to the price list item’s sell price.

 

Account Code – the code to use for this line when sending this invoice to your accounting system.

 

Adding a miscellaneous line item

To add a line item for a miscellaneous item, select Miscellaneous, enter all of the required information, then click OK.

 

 

Description – a description of the line.

 

Price – the amount to charge for this line.

 

Tax Rate​ – the tax rate to use for this line.  You can find out more about tax rates here.

 

Account Code – the code to use for this line when sending this invoice to your accounting system.

 

Saving and approving an invoice

When you’re finished adding line items you’ll need to save the invoice. If you do not need to make any further alterations to the invoice, click Approve. This will move the invoice to the Unpaid tab in the invoices list.


NOTE: Once an invoice has been approved it cannot be altered. If you’re not ready to approve the invoice just yet, click on Save as Draft. This will save the invoice in the invoices list under the Draft tab.

 

 

Entering an invoice for multiple jobs using the invoices list screen

 

If you want to put more than one job on an invoice you can do so by entering an invoice using the invoices list screen. You can get to the invoices list screen by clicking on Invoices in the main navigation bar. Next you need to click on New Invoice.

 

 

Choose the customer to invoice by typing in the customer search box and selecting the customer from the drop down list. After you’ve selected the customer click OK.

 

 

The same three options that we saw in the jobs screen are presented to you once more. This time you can select multiple jobs to invoice.

 

 

After selecting the jobs you want to invoice the process is the same as it is in the job screen. Click OK to generate the invoice.

 

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