Create invoices
The invoice run in QUANTICAL.ERP - check all billable hours of a month in a preview, set options and create the invoices with their PDFs in one click.
The invoice run creates all invoices of a month in one go. You find it under Administration > Billing in the Invoices tab behind the Create Invoices button.
What is billed
The run takes every hour that is booked as billable, lies on a client project with billing type and client, and is not yet on an invoice. Each hour is valued at the hourly rate valid for the consultant on this project on the day of the booking. On the invoice this becomes one line per consultant and project with the hours as quantity and the rate as unit price. VAT is 19 percent, 20 percent for clients in Austria and 0 percent outside the EU.
Open the invoice run
Click Create Invoices. At the top the dialog shows notices, such as missing company data, missing hourly rates, a client without an address or a project without a contact person. Every notice links to the place where you fix it.
Choose billing period and numbers
Choose the Billing Period, that is the month in which the hours were worked. Below are the next numbers for invoices, credit notes and internal settlements.
Set options
- Credit Notes (optional): also creates the documents of the projects with billing type Credit Note
- Internal Settlements (optional): creates the ILV documents between your companies
- Change Sender per Invoice: shows a column in which you choose the issuing company per invoice
- Combine invoices: merges marked invoices of the same client with the same sender into one
Check the preview
The Preview shows one row per future invoice with Type, Project, Client, Consultant, Hours and Amount. The type stands for S as batch invoice, E as single invoice and G as credit note. With single billing there is one row per consultant, with group billing and collective invoice one per project. Tick individual rows and the button creates only those.
Create
Click Create Invoices. The confirmation sums up invoices and credit notes and points out that the time entries will be locked. Create now starts the run.
The result
Every invoice gets its number, the invoice date of the run and the status Created. The PDF is ready at once: header with logo, the client's address, invoice number, project code, service period and contact person, below that the line items, the totals and the texts from the invoice texts.
The time entries behind the invoices are locked from now on. If the month was billed completely, the run locks the whole month, otherwise only the hours of the created invoices. A second run for the same month creates nothing twice, it skips invoices that already exist with a PDF.
Before the run, check in the Invoice Preparation tab whether the timesheets of the month are in, see Check timesheets. A missing timesheet does not stop the run, but it is missing later at dispatch.
Billing types in the project
The billing details of a project in QUANTICAL.ERP - single billing, group billing, collective invoice, credit note, billing process, invoice file and timesheet requirement.
Manage invoices and receivables
The invoice list in QUANTICAL.ERP as receivables management - status from Created to Paid, overdue invoices, editing invoices, locking hours and resetting a month.