Grouping and Itemising Invoices
- Mark Holland (Unlicensed)
You can change the level of detail that an invoice contains.
You do this by using the Layout of Items on Invoice settings on the Advanced tab of the client, worker or provider profile to control how invoices are grouped and itemised.
- For Client Invoices go to Profiles > Clients
- For Self Bill Invoices go to Profiles > Workers
- For Supplier Invoices go to Profiles > Umbrella/Providers
- Search for the entity you want to update and click on the Edit button.
- Go to the Layout of Items on Invoice section on the Advanced tab
- Set the Levels as per your requirements
- Click the Save button
In order to know what the invoice will look like, it is useful to update the client, worker or provider's Layout of Items on Invoice section. Then go to Sales/Pay > Generate Invoices and use the Preview button to see what the invoice will look like. If you want to tweak the invoice layout further, update the client or provider again, then use the Preview button again to see how those additional changes have affected the invoice layout.
These changes will apply to any new invoices generated for this entity.
How do I specify which items are contained in individual invoices?
For example, you might want to submit an invoice that includes multiple workers to a client, but within the invoice you may want each worker to have a separate item in the invoice.
- Edit the client, worker or provider (remember that if you have a front-office these changes would normally be made there)
- In the Advanced tab, in the Layout of Items on Invoice section, you would select Worker as Level 1.
When you generate the invoice, the invoice will contain multiple workers and will itemise them by name:
You can further itemise the invoice, adding additional levels of detail. For example, you might want to show how each worker's billable amount is broken down into various pay rates and expenses. You can do this with a category such as Rate Name, which will show the overall amount for each pay rate and expense type; or Sheet Rate, which will list each timesheet's billable amount and each expense item:
The screenshot below shows how the invoice would look based on the settings of Worker and Sheet Rate. It is important to note, also, that the order in which you add the items is important. Worker is at Level 1, with Sheet Rate as Level 2. The bottom level grouping determines which columns are displayed on the invoice. Consequently, the invoice groups each worker at the top level, with the Sheet Rates itemised per worker:
You can view other examples of the default layout options here.