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Create Historic data - Invoices
Create Historic data - Invoices

Learn how you can enter historic data invoices for projects that were already ongoing before you started working with PSOhub

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

In PSOhub, you can enter historic data for your projects that were already ongoing before you started working with PSOhub; this includes the possibility to create invoices for hours and expenses that were invoiced (and even paid) before PSOhub.

This article will describe working with:

  1. fixed fee;

  2. time and material and;

  3. retainers.

Important: Before processing the invoices for all three scenarios, make sure that the Smart invoice is set to Draft. In the project and Contract tab, click the ellipsis button and select Edit:

Historic Fixed fee invoices

Navigate to a project where you need to invoice historic data and click Create Invoice.

Select the contract line to be invoiced and click Create:

The draft invoice appears. Click on the contract line:

In the Name field, enter the invoice number prior to using PSOhub that's referenced in your accounting software.

In the To be invoiced field, enter the value that has been invoiced to-date for your project, before launching PSOhub (total contract value - invoiced value = balance). E.g. € 1.000,00 - € 500,00 = € 500,00:

Click the Save button. The invoice will be a Draft and must not be sent because it's already generated in the accounting software.

Change the invoice status by clicking the Approve invoice button.

When the invoiced has already been paid by your client, you can select the Paid status.

Historic Time and Material (T&M) invoices

In the example below, you have booked historic data time entries towards the T&M contract line Historic T&M Consultancy (column Used) and historic data expenses booked towards the Historic Travel Expenses contract line (column Used).

To generate the invoice, click Create Invoice.

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

Make sure that you select the time period related to the historic data.

The value in the Name/Description field will appear on the invoice.
By default, PSOhub will display the name of your project but you can overwrite it and specify, for example, the name and number of this invoice in your financial software (note that you can also enter that information later in the Reference field of the invoice - see below).

PSOhub will display the contract lines for which it has found t&m and expense entries available for billing during the period of time you have just defined. Select the contract lines where the historic data has been posted, by selecting the check boxes.

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 find the general information of your invoice; if you click Edit you can modify some of the information.

If you haven't entered the name and invoice number of your financial software in the name of the invoice you can also enter that information in the Reference field of the invoice.

In the right-hand pane, you will find the Company and Contact of this invoice as well as the link to return to your project.

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

At this point you can modify the invoice, should you need to, or even delete it.

If all the information is correct, you will want to approve this invoice. To do so, click the Approve invoice button.

Note: Since this invoice has already been sent from your financial software, you will not click Send invoice.

PSOhub will now display a message asking you to confirm that this invoice is final.

Click Proceed.

Note: Again, since this invoice has already been sent from your financial software, you will not send the invoice.

PSOhub will now generate an invoice number and will display that information next to the hours/expenses included in this invoice.

Your next and final step will be to mark the invoice as Paid (when it is actually paid). And since this invoice is not related to the one generated initially in your financial software, you will need to mark the invoice as paid manually. To do so, simply click the button Mark as paid.

PSOhub will now change the invoice's status to Paid.

Historic Retainer invoices

Navigate to the project where you have created a retainer contract line.

In this example, the details of the retainer are shown below. We have three retainers, of which two have been invoiced in February and early March:

Click Create invoice and select the Include SMART check box, in order to display the retainers for the past periods:

Click Create.

In the Invoice tab, you will see the draft invoice:

The totals will be reflected in each Contract line of the project.

If all the information is correct, you will want now to approve this invoice. To do so, click the Approve invoice button.

Note: Since this invoice has already been sent from your financial software, you will not send the invoice.

PSOhub will now display a message asking you to confirm that this invoice is final.

Click Proceed.

Note: Again, since this invoice has already been sent from your financial software, you will not send the invoice.

PSOhub will now generate an invoice number for the retainer.

Your next and final step will be to mark the invoice as Paid (when it is actually paid). And since this invoice is not related to the one generated initially in your financial software, you will need to mark the invoice as paid manually. To do so, simply click the Mark as paid button.

PSOhub will now change the invoice's status to Paid.

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