Generating a Project Invoice

 

Projects in Telstra Trades Assist allows you to generate a Project Invoice in two ways, either an Invoice as a percentage of Total Project Quote or an Invoice based on Actual Cost plus a Percentage Profit Margin.

While it is not a requirement for a job to have been completed in order to issue an invoice, a lot of the functionality within project invoicing is based around work having been completed, learn how to close a project job here if you have not yet done so.

 

Creating a Project Invoice

  1. Click mceclip0.png from the Side Menu
  2. Click on the Project you want to invoice.

  1. Click mceclip1.png on the Progress Bar.
  2. Click mceclip2.png

mceclip3.png

Tip: Click mceclip4.png from the side menu then click mceclip1.png from the expanded menu to access invoices. Click blobid2.png from beside any project listed to proceed to invoice creation. 

Total Project Quote value is displayed on this screen, alongside Total Invoiced displaying the amount you have invoiced to date for this Project. This is expressed as a value and as a percentage of Total Project Quote so you know how much you have already invoiced for the Project. 

  1. Click mceclip5.png

mceclip6.png

Tip: Attaching a job to multiple line items is not possible. A Line Item refers to specific Price item listed and visible on the Invoice. An Invoice can contain a single Line Item or multiple Line Items depending on how you want to Invoice. 

  1. Add a name for this Line Item. Each Line Item can have its own job or jobs attached.
  2. Add a description
  3. Click mceclip7.png

TipCreating a project invoice without attaching completed project jobs is possible, as an Invoice is raised against the Total Project Quote. However, by attaching Project Jobs to an Invoice this will allow you to more easily track your Costs and associated Project Jobs for Reporting purposes. Only completed Project Jobs can be attached to an Invoice Line Item and you can only Invoice for a completed Project Job once. 

  1. Check the boxes for the jobs included with this invoice. Or tick mceclip8.png if all jobs will be included.

  1. Click mceclip9.png

Tip: Turn on the toggle mceclip11.png next to mceclip12.png to show the Job names attached to this invoice and/or the labour & materials attached to the jobs on this invoice.

  1. You can now decide whether to create a Line Item as a percentage of Total Project Quote or create a Line Item based on Actual Cost plus a Percentage Profit Margin

 

Create a Line Item as a percentage of Total Project Quote

  1. Click mceclip13.png (next to Total Price) to open the Line Item Price
  2. If you have selected completed Project Jobs for this Line Item, the Attached Job Costs will include the Actual Cost associated with these Jobs

  1. Type in Percentage of Quoted Total (%) field to derive the Line Item Total Price ($), or just directly input the Line Item Total Price ($).
  2. Click mceclip14.png to save the Line Item total to the Invoice.  Alternately, click to cancel the Line Item Pricing or mceclip18.png to clear all fields and start over with your calculations.
  3. The Total Price will reflect the new invoice amount

  1. Click mceclip16.png
  2. You can repeat Steps 4-16 to add additional line items as required. Click  to edit or delete a line item.

 

Create a Line Item based on Actual Cost plus a Percentage Profit Margin

  1. Click mceclip19.png (next to Total Price) to open the Line Item Price
  2. If you have selected completed Project Jobs for this Line Item, the Attached Job Costs will include the Actual Cost associated with these Jobs

  1. Type in Mark-up (%) field to derive the Line Item Total Price ($)
  2. Click mceclip14.png to finalise Line Item Total
  3. Click mceclip16.png to attach Line Item to Invoice

 

Send a Project Invoice

  1. Click mceclip20.png to download a Draft Project Invoice PDF and review prior to creation of Project Invoice

Tip: Opening the Project Invoice PDF will show an invoice DRAFT with watermark in a new tab in the browser. 

  1. Click mceclip21.png to generate the invoice to the customer.  Alternately, you can click to cancel the entire invoice, to save the invoice as a draft to complete later.
  2. The customer’s email will be pre-populated in the To field. You can add additional emails in the To, Cc or Bcc fields as required.

  1. Click mceclip22.png to send the invoice.
  2. The Quoted and Total Invoiced will be update to reflect the new amounts.

  1. All invoices will appear in the list of Invoices for this project with a status of mceclip23.png by default. The invoice will show as mceclip24.png when marked as paid.  The invoice will show  if you save it as a draft.

mceclip25.png

  1. Click  for options on the invoice including marking as paid or resending to the customer.

mceclip26.png

 

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