Before running an Invoice batch here's a list of frequently asked questions you can check off:
Who is the invoice going to?
The invoice is sent to the Client Billing Email address, and the email address of any Contacts who:
- Have Billing Recipient ticked on their record under Manage > People
- And are included in the Team for any placements included in the invoice
More: Invoice Recipients
What is the invoice going to look like?
The invoice will be based on the template that you have assigned to your client, or selected when creating the invoice batch. Any blue Placeholders will populated with the corresponding information from throughout Invoxy.
What email message does the client receive?
The email message that your clients receive regarding their invoice is set under the Client Invoice message template found under Manage > Templates > Message Templates.
How do I attach the Timesheets and Approvals?
To attach the timesheets and approvals to an invoice simply go to the client's invoice template and select attached Timesheets in Manage > Templates > Invoice Templates
More: Invoice Attachments
Alternatively, if you have paper timesheets that you wish to attach invoices, you can use the Timesheet Attachments option to add attachments to the timesheets before creating the invoices.
More: Timesheet Attachments
How do I send these invoices to Xero?
When you select your invoices to send to your clients, if you are connected to Xero these will be sent as draft accounts receivable.
More: Connect to Xero
How can I set the default billing cycle?
Your default billing cycle can be determined in your settings under Manage > Settings > Default Billing Cycle.
More: Company Settings
How do I set up Buyer Created Invoices for my contractors?
If your Placements are the Contractor Type and the resource is ticked as a Business with the correct details filled the system will automatically generate a Buyer Created Invoice when you create a pay run.
Alternatively, if you're using our PayHero Integration this will be determined by the Payslip Type selected in PayHero.
How do I set up payment terms for my clients?
You can specify payment terms on each of your clients under Manage > Clients. If Payment Terms aren't set on any clients, then the Due Date you select when creating the invoice batch will be used instead.
How can I create a one off invoice?
Setup an Invoice Template which has a Fixed Fee line and no other lines - you can select that invoice template when creating the invoice batch to generate blank invoices for any clients selected. You can then customise the invoice as desired.
If you wish to create a blank one-off invoice for a client who has no time or placements for the period, first click New Invoice Batch, then select Show All Clients so that you can select the client you wish to produce a one-off invoice for.
More: Invoice Templates
How do I run my permanent invoices with a different template?
You can create an invoice batch and select a different invoice template to use for selected clients.
I've run my invoice batch and some time hasn't been invoiced - how do I find out why?
There are several reasons time might not be included in an invoice, most of which are covered in this article: Troubleshooting Uninvoiced Time
How do I manage the Sales Tax rate for my invoices?
The Sales Tax Rate for your invoices are managed using the Tax Rate field in your Company Settings. You can also manage the Tax Rate on your Work, and full details on how to setup work for Invoices without Sales Tax can be found here.