Client invoices (sometimes known as sales invoices) can be created by InTime to RSM InTime  to be sent to the client.

A client invoice can be generated if:

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Then your invoice would display as

Editing an invoice

You can further customise the terms and add additional text to the invoice at the point of creation.  After clicking the Search button you will see you list of invoices that are ready to be generated.  Click on the Invoice number of the invoice you want to customise.

A new page will now be displayed where you can click Edit within the Click edit within the invoice.  This is useful if you want to add some specific information to that invoice, you can also edit the body of the invoice. Image Removed
Once you have clicked Edit you will see the below fields in the same screen.
Image RemovedThe changes to the invoice would look like:Image RemovedAny changes made will be shown on an audit trail.

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You will then be able to edit fields that are shown in the body of the text, address details, and add additional custom text. When you have made your changes, scroll down and click save.

Please note: net, vat and gross values cannot be changed. Even if you edit units and rates within the body of the invoice, the net, vat, and gross will not change. 

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How do I send out an invoice?

Once an invoice has been generated, you can send it to the intended recipient.

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1. From the menu bar, select Invoicing Sales > Client > List InvoiceInvoices.  You should then set the Sent Status to No.
   You can modify the list of invoices using the filters on the Main Filters, Date Ranges, ID/Ref Ranges and Financials tabs:
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2. To send the invoice, select the required invoices and click Send.
3. The invoices are sent to the email address listed in the Primary Recipient column.  You can add more recipients in the Additional Recipients column.
4. If the client is set to receive invoices by post, the Sending Documents screen is displayed. You can select the required invoice, click Print Selected and print the invoice. You can then mark that invoice as having been sent by selecting Mark as Sent.

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Example - email@email.com,email2@email.com  and so on.

RSM InTime will remember who the additional recipients were for each invoice from the last time it was sent. The additional recipients are only remembered when you send the invoice.
If an Invoice has not been sent, RSM InTime will pre-populate the additional recipients with those from the most recently sent invoice with the same client or supplier and consolidation.

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You can override the primary email address set against the placement on the communications tab, prior to invoice generation. Tick the ‘override default sales invoice contact and change the email addressGo to the Invoicing tab on the placement and tick the Override Default Sales Invoice Contact.  You can enter multiple email addresses by separating them with a comma.  Please note that Street 1 and Town or County MUST be completed for the sales override details to be used otherwise the default client invoicing details will be used.

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markinvoiceaspaid markinvoiceaspaid

How do I mark an invoice as paid?

For clients who are integrated with Twinfield the system can be configured to automatically update the paid status of invoices in RSM InTime when the invoice is marked as paid in Twinfield.  For other clients the following procedure should be used.

1. From the menu bar, select Invoicing > Client Sales > List InvoiceInvoices.
2. Use the filters to search for the invoices that you have want to mark as paid.
3. In the Client Invoices area, select the required invoices:
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4. Click Paid. The Mark as Paid window appears:
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5. Enter the date that the invoice was actually paid and click Submit Mark as paid.
   The Now the invoice is marked as paid.

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• • Print to generate a single PDF document that contains all the invoices, which can then be printed.
  • CSV to download individual files in comma-separated values format.
  • Download as ZIP to download the selected files as a ZIP file.
  • Report to produce a printable version of the table.

How can I add my

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Client's logo to the invoice?

1. From the menu bar you will seeImage Added, select settings > general > tag categoriesthen select Tag Categories in the General section.
2. Select Create and add a Tag called company "Company logo". The taggable item Taggable Item should be client Client.
3. Save the tag.
4. Select the profiles > client > edit Go to Profiles > Client > Edit > Advanced
5. Under Tags select Click Add Tag, select the tag you have just created and uplood upload the logo.

Related Topics

• Number Ranges
• Controlling how items are allocated to Invoices (New UI)
• Grouping Items on Invoices
• Charge & Payment Terms
• Raising Credit Notes
• Exporting to Accounts System
• Withholding Tax
• Attaching Timesheets and Expenses to Invoices

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