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 smart invoice type is also set to Manual. Note that as soon as time is booked towards a contract line, it is no longer possible to change that the invoice type. As for Expenses they can only be invoiced manually.
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 time and expense entries as part of this invoice. In the left section of a project, simply put the Invoice detail level to Detailed (as opposed to Summary). You can also specify a reference that will appear on the invoice one field down below.
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 (column Used) as well as expenses booked towards the Expense contract line (column Used).
To generate the invoice, click Create Invoice.
PSOhub will open a new window with the following information for you to validate:
The name/description in this field will appear on the invoice.
By default PSOhub will display the name of your project but you can overwrite it.
Select the invoice period:
You will define here the period of time your wish to invoice. By default, the period will start on the first 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 the contract lines for which it has found time and expense entries available for billing during the period of time you have just defined.
For each line it will show the Line ID, Name, Type and Amount as well as what has already been invoiced and what is left to be invoiced.
You can decide to select one line only or multiple ones. 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 hit Create. PSOhub will now generate the invoice and bring you to the invoice page.
In the left hand section you will see that the status of the invoice is set to draft which means that it will only be sent once you hit the button Send invoice.
You will also find below the general information of your invoice; if you click Edit you can modify some of the information here.
On the right hand section you will find the Company and Contact 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 this invoice.
Depending on the Invoice level of details you have defined at the project level, you will also see more or less detailed information at the contract line level.
Summary will add the number of hours per role per person.
Detailed will display each time entry.
If you hit the button Preview, PSOhub will generate its PDF file. And since you are leveraging manual invoicing, it will automatically set this invoice to Draft.
And since you have set up the Invoice detail level to Detailed, PSOhub will also generate the detail of the time and expense entries as part of the invoice document.
In the project screen 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 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 fact that you have generated this invoice will appear in the activity feed of the project as well as of the deal related to this project in HubSpot.
Your next step now will be to approve and send the invoice.