Controlling how items are allocated to Invoices

Owned by Mark Holland (Unlicensed)
Last updated: Sept 12, 2022 by Kelly CollinsVersion comment

RSM InTime allows you to control how timesheets and expense items are allocated to invoices.  For example, one client may want a single invoice containing all the timesheets for all of their contractors.  Another client may wish to have a single invoice per contractor and another may wish to receive a single invoice for each purchase order.

The options to split invoices and group items are found by going into the Profiles menu, finding and selecting the relevant entity (client, worker or provider) and clicking the Edit button. Once there, go to the Advanced tab.

Here is an example from the Preview/Generate Client Invoices screen, which you can reach by selecting Sales > Generate Invoices from the menu bar. For the client, Example Ltd, the invoice settings have been set to produce one invoice per client, and therefore only one invoice has been created:

In the example below, the Allocation of Items to Invoices (Consolidation) options have been changed so that expenses and timesheets will be raised separately:

This time, when invoices are generated, they will be separated for the different types (expenses and timesheets):

How do I specify which items are contained in individual invoices?

  1. Edit the client, limited company or provider (remember that if you have a front-office these changes would normally be made there)
  2. In the Advanced tab, in the Allocation of Items to Invoices panel, select "Custom" from the drop down and choose (tick) the categories from the listed options. 
  3. Save your settings.
    When you list invoices in order to generate them, the invoices will be separated based on the settings in the Consolidation area.

Can invoice consolidation be applied to perm placement invoices? 

Yes. At the bottom of the Advanced tab on the client profile there is a consolidation section for perm invoices only. By default, the consolidation is set to 'Not Overridden' resulting in perm placements being invoices separately. The same consolidation and invoice layout options are available but will only apply to perm invoices. 

How can I split invoices by calendar month?

  1. Edit the client, limited company or provider (remember that if you have a front-office these changes would normally be made there)
  2. In the Advanced tab, there is a section called Monthly Invoicing. Tick the option "Invoice on a Monthly Basis". 
  3. In the Invoicing tab, within the Invoicing Details section, you need to have the Invoice Period set to "Calendar Monthly" or "Weekly".
  4. Save your settings.
  5. If this is the first time you have set up monthly invoicing, please contact support who will need to configure the system to do splits by month based on one of the following:
    a) Every month is on a different invoice.
    b) The current month is on one invoice and all previous months are together on another invoice.
    c) Future months are on one invoice and all current and previous months are together on another invoice.
  6. When you list invoices in order to generate them, the invoices will be separated based on the settings in the Consolidation area.

Related topics