Invoicing first requires you to create an Invoice Batch. This batch can include many invoices or one invoice. The invoices in a batch have no relation to each other except that they were created at the same time and have the same invoice date.
Once a batch is created, each invoice in the batch is in “Pre-Bill” status. This will be explained more in this section.
Click on the blue Invoicing tab to display the menu below:
Here at the “Invoice Management” screen, you will see a history of invoice batches that have been created. Those with multiple invoices in the batch have the “Batch” label, and those that only included a single invoice in the batch have the “Invoice” label (Figure 41)For simple invoicing steps, do the following:
1. Click the Create Invoice button. This will take you to the “New Invoice Batch” screen (Figure 42).
2. Select date range to bill. Put a check next to “Billing Start Date” and set the date,
only if you don’t want the invoice Start Date to start off where the last invoice created for this client/project ended. For example, if the last invoice created had a Bill Through date of May 31st, the next invoice’s Start Date would automatically be June 1st.
3. Select which clients & projects to bill.
4. Put in a description for this batch, if you desire. This is an optional field.
5. Click the Save button. The batch is created with all invoices with a “Pre-Bill” status.
Figure 41: Invoice Management screen
Remember
1) An invoice batch can include one invoice or several invoices.
2) All invoices start off with a
“Pre-Bill” status.
For more advanced invoicing tips and further invoicing information, visit:
https://bill4time.zendesk.com/forums
Page 35 6. Review Invoices in the batch by doing the following:
a. Click on any of the listed invoices to view the details (Figure 43).
b. Ensure all data on each invoice is correct and make adjustments as needed. Click on any of the listed items to edit them (Figure 44).
c. Click the Save button.
d. Click the Finalize button. This will automatically bring you to the next invoice in this batch.
e. Repeat Steps b – d until you have finalized that last invoice in this batch. At this point, the batch is now closed.
7. Print the invoices by clicking the Print button from the “Invoice Batch” screen, or from each of the individual “Invoice Details” screen (Figure 44). You can also email the invoice to the client from the Bill4Time portal, by clicking the envelope icon for the finalized invoice from the “Invoice Management” screen (Figure 41).
Creating the Invoice Batch
The first step to invoicing your clients is to create a new batch of invoices. Click on the Create Invoice button (Figure 41) to be taken to this screen:
First, select your date range (if needed). Enter the Billing Start Date which represents the start of the first date of billable items that will appear on the invoice. If not checked the system will bill from the last time you billed your client. The Billing Start Date does not show on the invoice. Then choose the Billing Through Date which represents the last date of billable items that will appear on the Invoices. Enter the Invoice Date to select when the Invoices will be dated (usually the current day).
Next, we will select the client(s) and the project(s) that will be included in the Invoice batch. From this screen, you can select a client (all work for that client) or only a particular project for a client. Place a check next to the client(s) & project(s) you would like to select. If you bill a client for multiple projects, their Invoice will be broken down into sub-sections by project. You can break each project up on their own invoice by checking off the boxes to the far right (Figure 42). You can also uncheck Labor or Expense items if you decide to bill them separately. That option will appear once you choose the client or project.
Figure 42: Creating New Invoice
Lastly, type in a Batch Description to override the standard description or keep it the same. When you are done click the Save button to save the invoice batch to the system.
At this point, the invoice batch has been created, all invoices are in “Pre-Bill” status, and you are taken to the “Invoice Batch” screen (Figure 43).
Reviewing Invoices in the Batch
Figure 43: View Invoice Batch
You will now see a list of invoices that are included in this batch. Notice how all invoices are in “Pre-Bill” status.
From this screen your other options are:
1. Create PDF (Pre-Bill) – Create a PDF of all of the listed invoices in their “Pre-Bill” status. Once all of the invoices are finalized, the “(Pre-Bill)” word will be removed from this button and you will be able to create a PDF of all of the finalized invoices.
2. Print (Pre-Bill) – Print all invoices in their “Pre-Bill” status. Once all of the invoices are finalized, the “(Pre-Bill)” word will be removed from this button and you will be able print all of the finalized invoices.
3. Delete Batch – This will delete the entire batch of invoices. All of these invoices will be deleted, but none of the
work/expense entries are lost. They are still in the system. All items that had been in these invoices are changed back to their “unbilled” status, and ready for billing. All edits to these entries prior to the deletion are still saved.
4. Edit - This allows you to edit/add/remove what jobs/clients/projects are included in the batch. Once you have finalized any invoices in the batch it should not be edited. Although you can include new invoices to this batch, invoices that have been previously created cannot be added to this batch.
5. Back – This will bring you back to the “Invoice Management” screen.
The next step in the billing process is to go through each of the Invoices, ensure they are correct, and finalize them.
Page 37
Viewing and Finalizing Invoices
To get started, click on the first invoice in the list (Figure 43) to see it in detail. You will then see the “Invoice Details” screen (Figure 44).
Figure 44: View Invoice Details
From this screen you can review the invoice and make any necessary corrections to it before finalizing or printing. To edit any lined item click on the item and make changes. You can change the service description, billable time, type of work, etc. When finished, click the Save & Close button. Those changes will immediately be reflected on the invoice. Any billed expenses’ cost prices will be displayed on the “Invoice Details” screen, but their “billing price” will only show on the printed Invoice.
The following options are available from this screen:
Delete – Deletes the invoice from this batch.
Finalize – Marks the invoice as “Finalized,” locks all invoice edits, and automatically brings up the next invoice in “Pre-Bill” status.
Print – Shows the invoice as a print preview, ready to be printed. If the invoice is still in “Pre-Bill” status, the printout will reflect this status. This can still be printed and used for manual corrections.
Create PDF – Creates a PDF of the invoice. If the invoice is still in “Pre-Bill”status, the PDF will reflect this status. With this PDF, you can print it, save it, or attach it to an email.
Save – Saves all invoice edits. However, this does not finalize the invoice. It may still be subject to other edits in the system (eg: billing rate change).
Back – Brings you back to the previous screen or the previous invoice in this batch.
Skip – Leaves this invoice and brings up the next one in this batch.The following are further options that can be made at the pre-bill level (Figure 44):
1. Invoice Discount – Applies an invoice discount at either a percentage or flat amount. You can also use the Discount Options link to apply it to just labor, expenses, or both.
2. Invoice Terms – Applies payment terms on invoices. Choose from the pull down menu or click the clipboard icon to edit the current list and add your own payment term.
3. Invoice Notes – Includes an invoice note which will show on the bottom of the last page of the invoice.
4. Export LEDES 98B File – Exports the invoice to a LEDES 98B File. Make sure you enable this feature in the Firm/System settings.
5. Other Export Formats – Provides further LEDES file export options for your client.
6. Group Details by Project – If unchecked, the invoice items will be listed chronologically, without grouping them by project.
If checked, the invoice items will be grouped by project and listed chronologically.
7. Write up/down Labor Total/Expense Total – Enables you to have a fixed amount for labor and/or expenses, while still maintaining the hours, a rate per hour, and individual expense amounts.
8. Invoice Summary Tab – Completely summarizes your invoice with a single listed item showing the date span, summary detail, total hours, and total amounts . This is particularly useful when you bill retainers and you want to show clients only the total time billed and the total billed amount to the retainer.
9. Payments Tab – Although this is not a place to make payments, it allows you to apply pre-existing payments & adjustments to an invoice that either still has a remaining balance.
Note on Deleting Invoices Deleting an invoice will not delete the time & expense entries in this invoice. All entries will be back into the project like they were never billed.
Remember
Save your changes
to the options.
Page 39 Once you have reviewed all items on an Invoice and feel it is complete, click the Finalize/Next button to change the Invoice from Pre-Bill to Finalized status. At this point, the Invoice is ready to be printed and sent to the client.
Once you have gone through your entire batch of Invoices and Finalized all of them, the batch is automatically set to Closed status, which indicates that there is no more work remaining to be done to the batch.
Print and Send Invoices
Now that the batch is closed, there will be a buttons to either Print Batch, Print PDF Batch, or Print Letterhead Print Batch – this will allow you to print the entire batch of Invoices so they can be mailed or e-mailed. If you are printing on corporate letterhead be sure to select that option so it is properly formatted.
You also have the option to send your client an email directly from Bill4Time. Click the envelope icon next to a finalized invoice to get to this screen below:
Figure 45: Sample Pre-Bill
Figure 46: Send Email Invoice
Clicking the link under the client allows you to get sent to their client portal to see what they would see once you send it to the client. You can choose from a Client Contact address or fill in a custom email address. You can change the Subject & add any additional text necessary. Once finished then click Send Invoice. Once your client receives the email and clicks the link they will get send to their client portal which is shown below:
Figure 47: Send Email Invoice
From their client portal they can click to Print the invoice, Download a PDF, and Pay Now through PayPal if this integration is turned on. To learn more about this feature go to page 14 in the Guide for instructions on how to set this feature up in your account.
At this point, we have completed the Invoicing process.
Page 41
Other Invoice Functions:
Find Invoice
From the Dashboard click on Invoicing to bring you to Figure 41 and click Find Invoice to get you to this screen:
If you know the Invoice # that you would like to see, enter that into the Invoice # field and click Search. You can also filter the list by client by clicking on the Client drop-down to select a specific client and see all Invoices for that client.
Create Pre-Bill
In the Invoicing section mouse-over and click Generate Pre-Bill like in Figure 41. This will bring you to the figure below. Generating a Pre-Bill is quick and easy way to run off a single Invoice.
Figure 49: Generate Pre-Bill
First choose the Client filter and pick a Client. Your Projects will then pull up and you can choose from the drop down to either view All Projects or pick one at a time.
Note* Generating a Pre-Bill is used for viewing upcoming Invoices and to see the work that has been done for a specific client/project. Clicking “Create Pre-bill” does not finalize an Invoice and does not save it in the system.
Once you choose your Client/Project(s) click the Create Pre-Bill button.
Figure 48: Invoice Search
Figure 50: Pre-Bill Invoice
Here you can view and edit the Pre-Bill to make changes. If you are satisfied and still are working on the Project just exit out of the Pre-Bill window. If you are satisfied with the Invoice and are finished entering entries for this Client/Project then click the Create Invoice button which brings you to the Invoice Details screen (figure 44) in Invoice Management where you can Finalize and Print it.
Generate Statements
Alsoin the Invoicing section of the dashboard click Create Statements button that shows in Figure 41. This will bring you to the figure below.
Figure 51: Generate Statements
Page 43 Filters to choose from are as follows:
Statement Filter- this allows you to show all clients or only clients with Outstanding balances
Display Firm Logo- uncheck this if you choose not to print the Logo together with your header
Display Firm Address- uncheck this if you choose not to print the client address with the logo. Also you have the option put your header either Left, Center, or Right of your page.
Client Status- choose from Active Clients, Disabled Clients, or All Clients.
Exclude Recently Invoiced- this filter allows you to eliminate any clients/projects that have been billed in the last 15 or 30 days.
You can print out statements for your Clients (and projects) who have outstanding balances. Check off the Clients/Projects you would like to Print out or check all by checking the box next to “Client Name” and click the Generate Statement button.
Figure 52: Print Account Statement
You can print these out in batches or pick which statements to print out individually and send them to your clients. Remember to make payments and balance adjustments just go into the Accounting tab from the Menu screen or in each Client or Projects account. (Remember this option is only for Bill4Time and QuickBooks Accounting).