To define your invoice settings click the Gear icon on the menu bar.
On the left hand side menu, go to Invoice Settings.
On the left side of the screen you will define your invoice layout.
Note: This setting only applies if you do not integrate with your financial solution.
You have two options regarding the invoice layout. You can choose the default layout of PSOhub or you can click Custom to create your own.
When you click Edit Logo you will find the specifications of the logo: the extensions jpeg, bmp and png are accepted as long as the file is no larger than 5mb.
Just below you will be able to set up your own e-mail body, including the selection of variables from your invoice, that will be sent to your client with the invoice.
Note: This setting only applies if you do not integrate with your financial software. If you do integrate, PSOhub will send the invoice information to your financial software ( which will in turn generate its own invoice) and it will also "press" the send button in your financial software.
Invoice fields to use
The down arrow of this option will allow you to copy one of the variables listed and paste it in the body of the email.
You can setup a default invoice sender; PSOhub will send the invoice using the email of that person for all invoices.
If this field is not filled, PSOhub will send the invoice using the email of the project manager defined in the project (left section of the project screen) to which belong the invoice.
If this field is not filled and there is no project manager in the project to which belong the invoice, for Automatic billing PSOhub will then send the invoice using the email of any user with the access level Admin. In the case of a manual invoice, PSOhub will use the email of the person sending the invoice.
In all cases the email sent towards your customer will be displayed as follows: John Doe - Company A <firstname.lastname@example.org>.
On the right side of the screen you will find:
Invoice organization information and defaults:
In this section you will:
Identify the information regarding your organization that will be displayed on your invoice, i.e. the Tax Number, Chamber of commerce number and Bank account number. If you leave any of these fields empty, both the information and the label will not be displayed on the invoice.
Set the default values that will be leveraged by PSOhub regarding the tax rate and the number of due days of your invoices.
Note: the default tax rate will be applied at the contract line level of your projects. If you have contract lines that require a different tax rate, you will need to specify that rate at the contract line level as well.
Please take a look at the related article:
Monthly time & materials (SMART): You will specify here the day of the month you want PSOhub to generate the automatic monthly T&M billing of your contract lines that are defined as such.
Invoice reference: This is where you will define the naming convention of your invoices.
Prefix: You can overwrite the default prefix displayed here.
Year: This field will increment automatically every year and can not be overwritten.
Follow number: You can leave the default starting number or change it (e.g. change for the thousands so that your first invoice start at 1001).
Note: The invoice number is composed of the prefix, year and number. Each element will also be automatically separated by a hyphen i.e. INV-2020-1
In the bottom section of the screen you will find the list of labels on an invoice.
This section will allow you to change the labels that are currently on an invoice, i.e. the Summary page, the Specification page as well as the Footer and Note.
Column Language 1:
PSOhub will display in Language 1 the English labels of an invoice and set this language as the default for your invoices. You can change the language however and/or make Language 2 the default language of your invoices.
Column Language 2:
This section will allow you to define a second language for your invoices.
Select/change the language of either Language 1 or Language 2
To select a language or to change the language:
Click the pen icon and use the drop down arrow to select the language you want.
Once you have selected another language, and if there is a template language, PSOhub will ask if you want to use it. Keep in mind that you can modify the text in the template.
Click Yes if you do, click No if you would rather populate the fields yourself.
Note: PSOhub will display (in both columns) watermark text in English that will indicate to what information this label relates.
Once you are done hit the Save button.
If the language you want is not in the drop down list, select Other (last option in the list) and hit Save. You will then be able to populate the fields in that language.
Footer and Note
Footer: You can enter here the default description that you wish to display in the footer of your invoice. Note that it can be overwritten at the invoice level of your projects.
Note: You can enter here the default note that you wish to display on your invoice. Note that it can be overwritten at the invoice level of your projects.
Once you are done filling these fields, hit the Save button located at the top right of the screen.
NOTE: Setting up the language of your invoice at the project level.
Once in your project: If you've only defined one language, ensure that it is marked as the default language. It will be automatically displayed in the field Invoice Language of your project.
If you have defined two languages, the one marked as the default language will be automatically displayed in the field Invoice Language of your project. Using the drop down arrow of the field will allow you to select the second language.
Invoice settings at the project level
Once in a project, you will also get to define specific settings related to invoicing.
Please refer to the article Invoicing in PSOhub to learn further.
If you are in the process of setting up your organization in PSOhub, your next step will be to define the naming convention of your projects.