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

A client invoice can be generated if:

  • There are approved timesheets or expenses that have not yet been invoiced and have not been written off
  • There is an invoice address set for the client.
  • If the system is linked to Twinfield, the tax code is also configured in Twinfield.

Note. An invoice can be automatically generated for a client, by setting the Next Invoice Date and Invoice Period fields in Profiles > Clients > Invoice Details.

How do I generate a client invoice?

  1. There are two methods (both of which take you to the Preview/Generate Client Invoices screen).
    Either:
    1. From the agency dashboard, in the Timesheets row, click To Sales Invoice.
      This will return all the timesheets that have been approved and are ready to be invoiced, where the final working date of the timesheet is within the previous 15 days (unless overridden).
      Note: By default, this will return only timesheets, not expenses; or:
    2. From the menu bar, select Sales > Generate Invoices.
      By default, this will return all timesheets and expenses regardless of date.

  2. Set the invoice date. This is the date that will appear on the invoice.

  3. In the Filters area, there are a number of options for filtering the timesheets and expense claims that are displayed:
    1. In the Main Filters tab, there are filters that enabling you to, for example: display items for one specific client or worker; display timesheets, expenses or both; or to see items that relate to a particular worker type.
    2. In the Date Ranges tab, there are filters enabling you to, for example, display items based on the receipt date of timesheets and expenses, or based on the date those items were submitted or exported.
    3. In the ID/Ref Ranges tab, there are filters based on the IDs of the timesheets and expenses.
    4. In the Financials tab, there are additional filters based on a lower granularity of detail on the placement. The availability of these options will depend on the level of detail that you have provided about the placement in Create Placements > Financials.

      Tip: You can reset the filters on each individual tab; or the Reset All button will reset the filters across all tabs.

  4. When you have set your criteria, click Search.



  5. In the final column, select the items that you want to include in the invoice; or select the Select All box to include them all:



  6. To preview the invoice, select preview.
  7. Certain attributes about the invoice can be changed by clicking edit.
  8. To view a summary of the invoices, based on the items you have selected, click View Summary.
  9. To generate the invoices, based on the items you have selected, click Generate Selected.
    A message appears informing you that the invoice has been generated.

Invoicing Terms

You can configure the terms for each client.  The following information can be set

  • The terms type which is used to calculate and display the due date unless the As Per Agreed Terms and Conditions is selected.
  • The terms template which defines which charge term is used.  This defines the bank details which will be added to the invoice along with some additional text if required
  • The terms text which is text applicable to this client

If the terms are configured as below:

The invoice will show the following for an invoice dated 23/02/2016.

Your charge term can also contain text which is displayed on your invoice.  For example, if your charge term is configured as shown below:

Then your invoice would display as


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 invoice.  This is useful if you want to add some specific information to that invoice.



Once you have clicked Edit you will see the below fields in the same screen.


The changes to the invoice would look like:

How do I send out an invoice?

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

  1. From the menu bar, select Sales > List Invoices.  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:



  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.

Additional recipients

You are able to have more than one email address in this field. The only limit is the size of the field which is 255 characters. Email addresses must be comma separated and the commas are factored in to the 255 total character count. 

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

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, InTime will pre-populate the additional recipients with those from the most recently sent invoice with the same client or supplier and consolidation.

If you want the additional recipients for a number of invoices for the same client and consolidation to be the same you can just edit the additional recipients for one of them and then send it. Then when you return to list the other invoices they will be pre-populated with the same additional recipients.


Tip

Can I override the primary email address on a sales invoice?

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 address.

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 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 Sales > List Invoices.
  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:



  4. Click Paid. The Mark as Paid window appears:



  5. Enter the date that the invoice was actually paid and click Mark as paid.
    Now the invoice is marked as paid.

How can I Print or Download an invoice?

  1. From the menu bar, select Invoicing > Client > List Invoice.
  2. Use the filters to search for the invoices that you want to print or download.
  3. Select the invoices that you want to print or download.
  4. Click:
    • 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 clients logo to the invoice?

  1. From the menu bar, select settings > general > tag categories
  2. Select Create and add a Tag called company logo. The taggable item should be client.
  3. Save the tag.
  4. Select the profiles > client > edit > Advanced
  5. Under Tags select the tag you have just created and uplood the logo.

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