Invoice defaults

There are a number of invoice related settings that apply system wide, and can also be set at an organisation, company, and project level so that you can streamline and standardise your invoice creation.

• Invoice numbers
• Invoice Date
• Invoice Due Date
• Billing Method
• Invoice PDF Template
• Invoice Email Content
• Invoice Email Recipients
• Invoice Breakdown PDF Template
• Invoice Reference / PO Number Requirement
• CC your Account Managers and/or Accounts Receivable on invoice emails
• Default Sales Tax
• Company Tax Number

Invoice numbers

All invoices must have a unique invoice number. The format of invoice numbers can be setup, including a custom prefix and number sequence. Once set, each invoice is allocated the next number in the sequence.

Different number structures can be set up per organisation (if you have multiple organisations) or specific formats for some companies.

Invoice Date

There are four options available for the date used when creating an invoice:

• Last date of the previous month

• Last date of the current month

• Current date

• First day of the following month

It is recommended you set up the one that is right "most of the time". While the invoice is in draft, the invoice date can be edited if required.

When you create invoices from a projects list screen (e.g. the All Projects screen), the invoice date will be displayed in the create invoice confirmation modal.

Default date for invoices created from Projects by WIP

Invoices created from the Projects by WIP screen will inherit the system setting option. 

It may better suit your business to generate invoices from the Projects by WIP screen based on the selected date. Your Projectworks administrator can change the default date for new invoices from the Projects by WIP to the “Selected date on the Projects by WIP”.

When you create invoices from the Projects by WIP screen, the invoice date and “Default date for invoices created from the Projects by WIP screen” setting will be displayed in the create invoice confirmation modal, and default date setting. 

Invoice Due Date

Every invoice automatically has a due date which is driven from payment terms of the company it is addressed to. There are are few types of payment terms that can be set up:

• Day of month when invoice payment is due (uses system setting)

• Number of days after invoice date (uses system setting)

• Custom number of days

• Leave blank

Default payment terms can be set at a company level allowing different rules to be used. For example, you may have a customer who has negotiated payment terms of 45 days, while all other customers use your standard of the 20th of the month following the invoice date.

Billing Method

When creating a new project it is allocated the default billing method is based on a system wide setting. The options are:

• Fixed (uses revenue forecasts): Invoices will default to the value of that has been entered in the forecast for each budget line.

• T&M (uses time/ expense entries): Invoices will default to the value of all time and expenses that are available for invoicing (great for time and materials projects invoiced at an hourly or daily rate).

If T&M is selected as the default billing method, there is also the option to choose the structure of each invoice line item:

• Consolidated

• Per role

• Per person

• Per rate

Read more about line item structures →

If individual projects need to display the line items in an alternate format from the system wide default, this can be overridden on a project by Project Managers and administrators who have permission to update project settings. 

 

Invoice PDF Template

Invoices sent to customers directly from Projectworks (i.e. not from an accounting system) are in a PDF format which are generated from a template. The content and layout of the template is fully customisable and you can have as many templates as your business needs - read more.

 

Invoice Email Content

If you are emailing invoices from within Projectworks you can customise the wording of the email - read more.

 

Invoice Email Recipients

Choose to have invoices sent to the finance email address for the company and or the invoice billing contact. Note, if no company finance email address has been entered it cannot be set as a recipient.

 

Invoice Breakdown PDF Template

If you are emailing invoices from within Projectworks you can choose to attach a breakdown report which itemises the time and expenses entries associated with the invoice. The content and layout of the template is fully customisable and you can have as many templates as your business needs.

 

Invoice Reference / PO Number Requirement

By default entering a reference or purchase order number is optional, but you may choose to make this a mandatory for companies who require this.

 

CC your Account Managers and/or Accounts Receivable on invoice emails

If you are emailing invoices from within Projectworks you can automatically include your account manager and/or accounts receivable email addresses to be CC'd on emails.

 

Default Sales Tax

Set the default sales tax (if applicable) that will be set on invoices issued from this organisation.

 

Company Tax Number

If required the tax number of the company can be added and included on the invoice template.