Fresh Projects

00:00: Invoicing from Fresh Projects allows for an accurate reflection of the income

00:04: incurred on projects during their various sub-project stages.

00:09: Invoices can be raised for Lump Sum Fees,

00:12: Time Based Fees,

00:13: and Disbursements.

00:16: In this article we will explain the steps for setting up an invoice for a Lump Sum

00:20: Fee against a project.

00:23: In the main menu,

00:24: select "Financials".

00:27: Then select "Invoicing & Expenses" from the drop-down list.

00:33: Open the Invoicing tab.

00:36: To begin,

00:36: select the Month wherein the invoice falls from the drop-down list on the top lefthand

00:40: side of the screen.

00:44: After selecting a month,

00:45: select "Add Invoice" in the top right corner of the screen.

00:50: In the new popup window you can search or scroll through the drop-down list to set

00:54: the Project Name.

00:57: Next,

00:57: search the drop-down list for the relevant group.

01:01: Lastly,

01:02: select the relevant sub-project you would like invoiced.

01:07: Should you wish to invoice against multiple sub-projects,

01:10: the additional sub-projects can be added in the coming steps.

01:15: After choosing the relevant Project,

01:17: group and sub-project,

01:19: click the "Select" button at the bottom right of the pop-up window.

01:24: Then, use the search bar to assign the right billing client for your invoice.

01:29: Alternatively, if a billing client has already been added due to the project setup

01:34: and you wish to change the billing client for your specific invoice,

01:38: simply double click on the billing client name in the top left corner of the pop-up

01:42: to make the needed adjustments.

01:45: In the invoice pop-up,

01:47: set the relevant Invoice Date you need.

01:50: Next,

01:51: you can add an Invoice Reference.

01:55: And any Invoice Comments

01:56: (if applicable).

01:59: To the bottom left of the pop-up you will be able to see the name of the sub-project

02:03: you are currently invoicing for.

02:06: Any detail or comment you'd like to record with regards to the work done on this

02:10: sub-project can be entered in the notes text-entry box just beside it.

02:16: Now,

02:17: you can add the invoice amount by selecting the figure underneath the Lump Sum

02:20: column title.

02:23: In the pop-up, you will see an indication of the Scheduled Amount to be invoiced as

02:27: well as the overall Fee for that sub-project.

02:31: These values reflect from the pre-established Scheduled Income and Fee for that

02:35: sub-project.

02:38: Go ahead and enter the Invoice Amount in the text-entry box, and click "Update".

02:44: Now you will see the Lump Sum Fee entry you created within the invoice contents.

02:50: If you would like to include any additional sub-projects in this invoice,

02:54: click "Add sub-project", and select the relevant sub-project from the drop-down list.

03:00: If you would like to remove any added sub-projects,

03:03: you can do so by selecting the bin icon on the far right side of the pop-up

03:08: The Sub Total, VAT,

03:10: and Grand Total of the invoice will be visible near the bottom right-hand corner of the

03:15: pop-up window.

03:17: The VAT percentage displayed is governed by the Tax Rate associated with the Client

03:22: of the project.

03:24: The Invoices are populated within a default template.

03:29: If you wish to change the template you can do so by selecting the three dots at the

03:33: bottom left corner of the pop-up,

03:35: and selecting "Change Invoice Template".

03:39: If you would like a custom invoice template please reach out to us and we will

03:43: happily create one for you with your company details.

03:47: Now,

03:48: you can select "Download Draft" to download the invoice detail within the selected

03:52: invoice template into Microsoft Word.

03:56: The draft allows you to view how the invoice renders.

04:01: Once you are satisfied with the contents and details of the invoice,

04:05: select "Finalise".

04:07: When the invoice has been finalised, it will be allocated an invoice number.

04:13: Please note that once an invoice is finalised, no editing can be done, and if any

04:18: changes are required,

04:20: the invoice will need to be voided.

04:23: You have now successfully created an invoice for a lump sum fee.