Self-Bill Invoicing

Owned by Mark Holland (Unlicensed)
Last updated: Jul 13, 2023 by Kelly Collins



Self-bill invoices (sometimes known as purchase invoices) are invoices created on behalf of the contractor or provider, to the agency. Once the contractor has submitted a timesheet and it has been approved, the agency can create a self-bill invoice.

A self-bill invoice can be generated if:

  • The contractor is set up as a limited company worker type, or uses a provider (umbrella) company, and the Self Billing field is set to Yes.
  • There are approved items that have not been invoiced and are not written off.
  • There is an invoice address set for the worker if self-billing the worker. 
  • For clients linked to Twinfield, the corresponding tax code is already configured in Twinfield.

How do I generate a self-bill invoice?

  1. There are two methods (both of which take you to the Preview/Generate Self-Bill Invoices screen).
    Either:
    1. From the agency dashboard, click To Self-Bill 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 Pay > Generate Invoices.

  2. In the Options area, set the invoicing 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.
    The available timesheets or expenses, based on your search criteria, are listed in the area below the 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, click the Preview button at the top left of the list of items.
  7. To view a summary of the invoices, based on the items you have selected, click View Summary.
  8. 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.

How do I send out an invoice?

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

  1. There are two methods (both of which take you to the Search for Invoices screen).
    Either:
    1. From the dashboard, in the Purchase Invoices section, click To Send.
      This will return all purchase invoices, advice notes and credit notes; or:
    2. From the menu bar, select Pay > List Invoice.  Set the Sent Status to No to find invoices that have not yet been sent.
      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.

  4. You can email the invoice to additional recipients by clicking in the Additional Recipients column and entering the required email addresses.

  5. If the worker 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.

Editing an invoice 

This is done in the same way as editing a client invoice, go to editing an invoice for more details.

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.

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.

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.

How do I mark an invoice as paid?

For clients who use the payments module this process is unnecessary as the invoices will be marked as paid when the payment is raised.  For other clients the following process should be used.  Invoices must be marked as paid in order to produce a correct report for then Employment Intermediary Report

  1. From the menu bar, select Pay > Search.
  2. Use the filters to search for the Self Bill invoices that you want to mark as paid.
  3. 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 Submit.
    The invoice is marked as paid.

How can I Print or Download an invoice?

  1. From the menu bar, select Pay > List Invoice.
  2. Use the filters to search for the invoices that you want to print or download.
  3. You can click the highlighted invoice number to view the invoice, and on the preview screen click Download.
  4. Or, select the invoices that you want to print or download, then click:
    • Print Selected 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.


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