Manage invoices and receivables

After the invoice run, the list under Administration > Billing follows every invoice until payment. It is your receivables management at the same time: the amounts at the top, the invoices with their status below.

The overview

The four tiles sum up total, paid, open and overdue with amount and count. The tabs All, Created, Sent, Paid and Overdue filter the table, the period on the right narrows to one service month, the search field finds clients, projects and numbers.

The table shows per invoice the Type (Invoice, Credit Note, Cancellation or Internal Settlement), the service month, the Invoice No., Client, Project, Project Code, the Process, the Consultants, Net and Gross as well as the status in the Invoice column. As soon as an invoice has been sent, Sent Date and Due Date are added. Columns can be sorted, filtered and grouped via the bar above.

The status

Every invoice passes through three steps: Created, Sent, Paid. You change the status with a click on the badge in the Invoice column.

• Created: the invoice exists as a PDF and can still be edited
• Sent: the invoice is with the client. Dispatch from QUANTICAL.ERP sets the status itself. If you switch it by hand, for example after an upload in the client portal, QUANTICAL.ERP enters today as the sent date and calculates the due date from the project's payment terms
• Paid: the payment has arrived. You set this step by hand, there is no matching against the bank account

Overdue is not a status of its own but a sent invoice whose due date has passed. It appears red in the list, in the tile and in the Overdue tab. You adjust the due date in the Due Date column when you give the client more time. A cancelled invoice reads Cancelled and is read-only.

Download PDFs

Tick invoices in the first column and click Download selection. You receive a ZIP file with the invoices and, depending on the project's invoice file, the signed timesheets. If a timesheet is missing, the Incomplete download dialog shows which one before downloading.

Lock and unlock hours

The lock in the row shows whether the hours behind the invoice are locked. After the invoice run they are. A click opens the dialog for locking or unlocking with the number of affected entries.

Edit an invoice

As long as an invoice is Created, the pencil opens the Edit invoice dialog. You change recipient, sender, invoice date, days until due, tax rate and the service period. In the line items you adjust the description, the quantity and the unit price. Add section adds further time bookings or own items, for example travel costs under a category. Delete invoice removes the invoice and releases its time entries.

Manual invoice

Manual invoice creates an invoice without time entries, for example for a flat fee or licences. QUANTICAL.ERP suggests the next invoice number, you choose recipient, sender and due date and add the line items via sections.

Reset invoices

If a whole run went wrong, Reset invoices deletes the invoices of a booking month with status Created and releases their hours. Sent and paid invoices stay untouched, those you take back with a cancellation. As a safeguard you type the shown word before deleting.