This article will discuss the purpose and use of the fields in the invoice as well as how to manage invoices, including creating and editing. Invoices can be managed either at the Org level in the Advanced Org Billing feature in the Invoices tab, or at the project level in the Invoices section of the Summary tab. For information on finalizing, sending, and voiding invoices, consult the Finalizing Invoices article.
To get to the Invoices window, where you will handle all invoices, follow the instructions below.
To get to the Invoice tab in the Billing Advanced tool, click the hamburger menu in the top left corner and click “Advanced” in the dropdown menu. Select “Billing” from the lefthand side menu, and in this section, click on the “Invoices” tab across the top.
To get to the Summary tab in a project, search for that project in the “Search for a project” search bar in the top right corner. Select the desired project from the dropdown. In the project’s lefthand side menu, click on the name of the built-in Billing section for that project. (If this project does not have a Billing section, learn how to add a Billing Section here.) In the Billing section, select the “Summary” tab across the top.
To create an invoice, start by going to either the Summary tab of the Billing section in a project or the Invoices tab of the Org Billing Advanced tool.
- Click the green plus. In either section mentioned above, find the header reading “Invoices” with a green plus to the right of it, and click the green plus button.
- Choose the project. If you are creating an invoice in Org Billing, you will be asked to select the project to wish the invoice should belong. Search for and select a project, and then click “OK.”
- View and adjust date and terms. In the “Invoice” window, you will see the client’s name and an “Editing” tag in the top left corner and information on the due date, terms, date range, and reference number in the top right corner. The invoice date, terms, and due date will be entered automatically based on the project’s rate schedule in the Settings tab, but can all be edited here. The date range can be added by filling in the fields or by selecting a range from the calendar button dropdown.
- Add line items. All un-invoiced time and expense entries will be listed as line items. To add time and expense entries, check the empty white circle at the far right of their respective lines. You can also select all time entries or all expenses by selecting the empty white circle at the top of the section.
- Create. When at least one line item has been checked, the blue “Create” button in the bottom right will become clickable. Click this button to create the invoice.
The new invoice will appear in the project’s Invoices section under the Summary tab, as well as in the Invoices tab in the Org Billing section.
Edits to an invoice can be made at any point up until the invoice is finalized. Once an invoice has been finalized, edits cannot be made. If you have finalized an invoice that needs to be edited or voided completely, read the voiding section in the Finalizing Invoices article.
Some fields in the “Invoice” window cannot be edited. These include the Project Name, which must remain the same, and the Invoice status. The invoice status will be “Editing” upon creation of the invoice and will change automatically to reflect the status of that invoice. Invoice statuses are as follows: Editing, Final, Voided, Paid, Partially Paid, and Overdue.
To make any edits to an invoice, go to either the Summary tab of the Billing section in a project or the Invoices tab of the Org Billing Advanced tool and select one of the invoices from the list. This will open the “Invoice” window. When editing an invoice, remember to save your changes! If you do not hit the blue “Save” button, the changes you made will not be saved.
Dates and Terms
The invoice date, terms, due date, and date range can all be edited. These items are all displayed in the top right corner on the “Invoice” window.
The invoice date is the date of creation for this invoice and fills in automatically with the date that you create the invoice. The creation date and the terms will determine the automatic due date for this invoice. For example, if the invoice is created on July 23, 2019, and the terms are set to 30 days, the invoice due date will be set to August 22, 2019. The date range is optional, and signifies the range of days over which time entries and expenses have been entered.
To edit the invoice date, click on the field, and either select a new date from the dropdown calendar or erase the current date and type in the desired one. Changing the invoice date will change the due date automatically if the due has not been specified. Hit the blue “Save” button when done.
The terms field will be automatically set to the terms chosen for this project in the Settings tab. To edit the terms, open the dropdown and select a new terms. The dropdown will contain the default net 30 and any terms that you have added in the Billing Setup Advanced tool. Choose your desired terms from the dropdown. Changing the terms will also change the due date accordingly if the due date has not been specified. Hit the blue “Save” button when done.
Although the due date is filled in automatically based on the creation date and terms, it can also be edited on its own. To edit the due date field, click on the field, and either select a new date from the dropdown calendar or erase the current date and type in the desired one. Once the due date field has been edited, it will remain that chosen date, and will not be automatically updated if the creation date or terms are changed.
The date range can be edited by selecting new dates from the dropdown calendar or a different option from the calendar button dropdown. Options in the calendar button dropdown will be calculated from the date the option is chosen. So if “Last 7 Days” is selected from the dropdown, on September 14, 2020, the date range will be September 8, 2020 to September 14, 2020.
The invoice number will be filled in automatically when the invoice is created. The invoice number is generated based on the highest invoice number across the Org. If your highest invoice number is #237, for example, the new invoice number will automatically generate as #238. If you add a custom invoice number—for example, if you want to begin invoice numbers at #10001—then all sequential invoices will increment based on that custom number.
The invoice number is displayed in the top right corner of the “Invoice” window. To edit the invoice number, click the invoice number field, enter a new number, and hit the blue “Save” button. The new number must be higher than the number automatically generated by Filevine upon creation in order to ensure that all invoice numbers are unique.
Time and Expense Entries
In the “Invoice” window, any existing time and expense entries that have not yet been added to an invoice will appear. Entries included in this invoice will have a green checkmark at the far right. To add an existing time or expense entry to this invoice, check the empty white circle at the far right of that line item. To remove any entry from this invoice, click on the green checkmark to uncheck the item. Hit the blue “Save” button when you’ve added all entries you would like on the invoice.
Any un-invoiced time and expense entries can also be edited within an invoice. To edit an entry, click on the entry in the invoice to open the “Edit Time Record/Expense” window. In this window, make any necessary edits and hit save.
Time and expense entries can also be added directly to an invoice. To do this, hit the green plus button next to either “Time Entries” or “Expenses.” This will open the “Add a Time Record” or “Add an Expense” window, respectively. Fill the field in the window. For more information on how to do this, read the Time/Expenses section of the Project-Level Billing article. Once you save the time or expense entry, the item will be automatically added as a line item on the invoice, with the green checkmark on the far right.