All Collections
Invoicing
How to create an invoice?
Manual invoicing of T&M and expenses
Manual invoicing of T&M and expenses

Learn how to create a manual invoice with both T&M contract lines and Expense contract lines.

Julie Bennett avatar
Written by Julie Bennett
Updated over a week ago

Updated 18th January 2024

Create a manual invoice with T&M and Expense contract lines

In order to manually invoice a T&M contract line, you must ensure that the invoicing type is set to Manual. Expenses can only be invoiced manually.

Note: that as soon as time is booked towards a contract line, it is no longer possible to change that the invoice type.

Since you are invoicing a T&M contract line and an Expense contract line you can set up PSOhub to generate the details of the t&m entries as part of this invoice. In the left-hand pane of a project, simply set the Invoice detail level to Detailed (as opposed to Summary). You can also specify a reference that will appear on the invoice:

When you are ready to generate your invoice, open your project. In the example below, there are hours booked towards the T&M contract line Consultancy (Used column) as well as expenses booked towards the Expenses contract line (Used column).

To generate the invoice, click the Create Invoice button.

PSOhub will open a new window with the following information for you to validate:

The table below gives you an explanation of the invoice fields:

Field

Description

Name

The name/description will appear on the invoice.
By default, PSOhub will display the name of your project but you can overwrite it.

Select the invoice period

Define the period you wish to invoice. By default, the period will start on the first day of the current year and finish on the last day of the previous month; you can overwrite the information should you need to.

Select contract lines

PSOhub will display contract lines for which it has found time and expense entries for billing during the period defined.

For each contract line it will display the Line ID, Name, Type and Amount as well as what has already been invoiced and what is left to be invoiced.

You can select one line or multiple lines. If you want to select them all at once, simply check the box located in the header of this section. To deselect all of them at once simply uncheck the box.

Once you are done click Create. PSOhub will now generate the invoice and bring you to the invoice page.

In the left-hand pane, you will see that the status of the invoice is set to Draft which means that it will only be sent once you click the Send invoice button. You will also find below the general information about the invoice; if you click Edit you can modify some of the information here. In the right-hand pane, you will find the Company and Contacts of this invoice as well as the link to go back to your project.

The Invoice tab is where you will find: the total per contract lines, the tax calculation as well as the total amounts (one excluding and one including tax) for the invoice.

At this point you can modify the invoice, should you need to, or even delete it by clicking on the ellipsis (...) button.

Depending on the Invoice detail level you have defined at the project level, you will also see more or less information at the contract line level.

  • Summary will add the number of hours per role per person.

  • Detailed will display each time and expense entry.

If you click the Preview button, PSOhub will generate a PDF file. If you are leveraging manual invoicing, it will automatically set this invoice to Draft.

Since you have set up the Invoice detail level to Detailed, PSOhub will also generate the details of the time and expense entries as part of the invoice document.

When you return to the project screen by clicking on the project's name in the right-hand pane, you will find your project's contract already updated with the information.

The hours of your project will also be updated. Until your invoice is Approved/Sent PSOhub will display Draft however as soon as the invoice is approved, and its number is generated, PSOhub will display the number at the hours entry level.

The generated invoice will appear in the Activity feed of the project as well as the activity feed of the related deal in HubSpot, the opportunity timeline in Dynamics 365 or the opportunity in Salesforce.

Your next step now will be to approve and send the invoice.

Did this answer your question?