You can use scheduled and automatic invoices when the project is invoiced in installments and when the project has been sold with a contract price and if you want to get invoicing estimates.

Learn:

  • How to mark project as billing and activate scheduled and automatic invoicing for project.
  • How to create scheduled and automatic invoices.

Plans & Permissions:

  • Plans: Free CRM, SalesCRM, PM, ERP
  • Permissions: Projects, Invoicing

1. Activate scheduled and automatic invoicing

You can create scheduled and automatic invoices only for billable projects, where scheduled and automatic invoicing methods are activated in the project card.

  • Navigate to the existing project or create the new one
  • Navigate to project details page.
  • Activate "Activate scheduled & automatic invoicing" from project card

2. Scheduled invoices

Scheduled invoicing (installments) can be used, if the project is invoiced in installments and/or the is sold at a contract price.

You can track the billing estimation for the coming months in the Project overview or in the Profit & Lost section of the BI-reports.

2.1 How to create scheduled invoice

  • Navigate to the existing project or create the new one
  • Click on the Finances tab
  • Navigate to Scheduled Invoicing
  • Click on Add
  • You can select either an Invoice row, product or CPQ from the dropdown
  • Update the fields in the row

2.2 Examples of scheduled invoices

1. In the example below, the project is set to be invoiced every two months for a

price of 360 €/month.

2. In the example below, the project is being invoiced in two installments. If the

project is worth 1000€ and is invoiced in two installments, 500€ in June, and

500€ in September, two scheduled payment rows have to be created for the

project.

2.3 Fields explained:

  • Invoice date: The date on which the invoice has to be sent
  • Interval: This can be a day, week, month or no-repeat. You can set is the invoice recurring or not and time attribute by which the count is calculated.
  • Recurring: Define how often the invoice needs to be sent (time interval). For example: you want the invoice to be repeated every three months, add 3 to the Recurrence field. The recurring field default is number 0, which means that invoice line is not recurring invoicing.
  • Until: Until what day the recurring payments are sent
  • Product/CPQ: If you are using the Products module, you can add products/CPQ bundle directly to the invoice row
  • Scheduled invoice description: Here you name what you are invoicing
  • Invoiced: Whether it has been invoiced or not
  • Quantity: The quantity of what you are selling. For example 5 licenses
  • Amount: The value
  • Sum 0%: Total amount, VAT excluded
  • Total: Total amount, VAT included

3. Automatic invoicing

With automatic invoicing you can create recurring and non-recurring invoices with the desired date, invoice lines and prices. You can also specify whether to add other costs posted to the project directly to the automatic invoice.

Taimer creates invoices on the specified day and automatically transfers them to status Waiting to Invoices list. Invoices are not automatically sent, and it is possible to edit those before sending.

Automatic invoicing is perfect for invoicing licenses or rent fees, for example.

3.1 How to create automatic invoices

  • Click on the Finances tab
  • Navigate to Automatic Invoicing
  • Click Add to create new invoicing line
  • Add the Header to invoice (internal information)
  • Activate the Automatic invoicing, so that the invoice is generated on the specified date (Invoice date)
  • Activate Invoicing Materials, if you want to import the hours, expenses/travel costs, approved bills or scheduled invoice lines entered in the project for automatic invoicing. You can also define whether the hours and expenses are displayed separately or in groups. NB! You can import expenses to invoicing only, if those are as invoiceable on the project card too.
  • Specify is the charge as "Maventa target"
  • Set Invoice date and recurrence.
  • If you have interface to the financial management program, you can assign invoice lines directly to accounting accounts by activating Accounting.
  • Fill in all information of invoiced product.
  • You can add new counter rows by clicking + Invoice row, + Product or +CPQ

NB! You can specify on the line-by-line basis whether the charge is a one-time charge by activating the "Bill once"

3.2 Fields explained:

  • Creation date: The date when invoice is created
  • Invoice date: The date on which the invoice has to be sent
  • Period from: The date you begin automatic invoicing
  • Period to: The end date of your automatic invoicing
  • Interval: This can be a day, week, month or no-repeat. You can set is the invoice recurring or not and time attribute by which the count is calculated.
  • Recurring: Define how often the invoice needs to be sent (time interval). For example: you want the invoice to be repeated every three months, add 3 to the Recurrence field. The recurring field default is number 0, which means that invoice line is not recurring invoicing.
  • Until: Until what day the recurring payments are sent
  • Bill once: You can specify on the line-by-line basis whether the charge is a one-time charge
  • Description for invoice row: "Free field" Description for invoicing line.
  • Row/Product: If you are using the Products module, you can add products/CPQ bundle directly to the invoice row
  • Automatic invoicing: The status of the invoice; Uninvoiced, Invoiced
  • Quantity: The quantity of what you are selling. For example 5 licenses
  • Sum 0%: Total amount, VAT excluded
  • VAT%: The VAT% of the invoiced row/product
  • Total: Total amount, VAT included
  • Accounting: You can assing invoice lines directly to accounting accounts. NB! Only if a financial program management program is activated!

The scheduled invoices will be added to the invoice if they are within the time span that you've chosen. Click here to learn more about invoicing existing projects using project details.

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