Fresh Projects

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

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

00:09: Invoices can be raised for a Lump Sum Fee,

00:12: Time Based Fee and Disbursements.

00:16: This article explains how to raise an invoice for time based fees.

00:21: In the main menu,

00:22: select "Financials".

00:25: Then select "Invoicing and Expenses" from the drop-down list.

00:30: Open the Invoicing tab.

00:33: To begin,

00:34: select the Month wherein the invoice falls from the drop-down list on the top lefthand

00:38: side of the screen.

00:41: After selecting a month,

00:43: select "Add Invoice" in the top right corner of the screen.

00:47: In the new popup window you can search or scroll through the drop-down list to set

00:52: the Project Name.

00:54: Next,

00:55: search the drop-down list for the relevant group.

00:59: Lastly,

01:00: select the relevant sub-project you would like invoiced.

01:04: Should you wish to invoice against multiple sub-projects,

01:08: the additional sub-projects can be added in the coming steps.

01:12: After choosing the relevant Project,

01:15: group and sub-project,

01:16: click the "Select" button at the bottom right of the pop-up window.

01:21: Then, use the search bar to assign the right billing client for your invoice.

01:27: Alternatively, if a billing client has already been added due to the project setup

01:32: and you wish to change the billing client for your specific invoice,

01:35: simply double click on the billing client name in the top left corner of the pop-up

01:39: to make the needed adjustments.

01:43: In the invoice pop-up,

01:44: set the relevant Invoice Date you need.

01:48: Next,

01:49: you can add an Invoice Reference.

01:52: And any Invoice Comments

01:54: (if applicable).

01:56: To the bottom left of the pop-up you will be able to see the name of the sub-project

02:00: you are currently invoicing for.

02:03: Any detail or comment you'd like to record with regards to the work done on this

02:08: sub-project can be entered in the notes text-entry box just beside it.

02:13: Now,

02:14: to set the invoice amount,

02:16: click the Time Based Fee.

02:19: Set the relevant Billing Table if you have not done so already within the project

02:23: page.

02:25: Then, set the Start and End dates of the time frame wherein you want to reflect all

02:30: approved time

02:32: Then select "Load Approved Time".

02:36: Any approved timesheet entries that exist within this period will appear as individual

02:40: items for each staff member.

02:44: From here,

02:45: you can click and drag the entries for which you want to invoice from the "Approved

02:48: Time section" to the "Invoice Time section".

02:52: If you would like to make any changes to the number of hours worked,

02:56: simply click on the hours in the relevant entry and type in the new value.

03:01: Any time entry notes that were added by the employee will reflect here.

03:07: You can then choose to add these employee notes to the invoice by checking the "Copy

03:11: to invoice comments" box.

03:14: You can also add additional hidden notes.

03:18: Once you are satisfied with the Invoice Time,

03:21: select "Done".

03:23: Now you will see theTime BasedFeeentry you created in the previous steps within the invoice contents.

03:27: the invoice contents.

03:30: If you would like to include any additional sub-projects in this invoice,

03:34: click "Add sub-project",

03:35: then select the relevant sub-project from the drop-down list.

03:40: If you would like to remove any added sub-projects,

03:43: you can do so by selecting the bin icon on the far right side of the pop-up.

03:49: The Sub Total, VAT,

03:51: and Grand Total of the invoice will be visible near the bottom right-hand corner of the

03:55: pop-up window.

03:58: The VAT percentage displayed is governed by the Tax Rate associated with the Client

04:02: of the project.

04:05: The Invoices are populated using your default template.

04:10: If you wish to change the template you can do so by selecting the three dots at the

04:14: bottom left corner of the pop-up,

04:16: and selecting "Change Invoice Template".

04:20: If you would like a custom invoice template please reach out to us and we will

04:23: happily create one for you with your company details.

04:28: Now,

04:28: you can select "Download Draft" to download the invoice detail within the selected

04:33: invoice template into Microsoft Word.

04:37: The draft allows you to view how the invoice renders.

04:41: Once you are satisfied with the contents and details of the invoice,

04:45: select "Finalise".

04:48: When the invoice has been finalised, it will be allocated an invoice number and

04:52: become highlighted in blue to indicate this.

04:56: Please note that once an invoice is finalised, no editing can be done, and if any

05:01: changes are required,

05:03: the invoice will need to be voided.

05:06: This article has now guided you through how to raise an invoice for Time Based fee.