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AccountRight Plus and Premier only

There are two ways you can create a time billing invoice:

  • In the Prepare Time Billing Invoice window. This is the recommended method because the full details of activities and activity slips are recorded.
  • In the Sales window. Use this method if you don’t need to record details of activities and activity slips or track work in progress.

 

To create a time billing invoice using the Prepare Time Billing Invoice window

To create a time billing invoice using the Prepare Time Billing Invoice window

The Prepare Time Billing Invoice window allows you to enter and adjust the billing information for activity slips. As you make changes in the Prepare Time Billing Invoice window, your activity slip records are updated automatically.

Including items on time billing invoices

If you charge your customers for both activities and items on a single invoice, you need to select the I Include Items on Time Billing Invoices option in the Preferences window. See Setting time billing preferences.

  1. Go to the Time Billing command centre and click Prepare Time Billing Invoice. The Time Billing Customers window appears.

  2. Find and select the customer for whom you want to create a time billing invoice and then click OK. The Prepare Time Billing Invoice window appears, listing all the open activity slips for the selected customer.

    Prepare time billing invoice window with sections identified with A B C D and E

    AFilters

    Use these filters to find the required activity slips.

    BSelect

    Select the activity slips you want to invoice by clicking the checkboxes.

    CBill

    If necessary, override the amount or number of hours you want to bill for each activity slip here. Any activity slip with 0.00 units or $0.00 in the Left to Bill column is considered billed in full.

    DAdjustment

    Enter any adjustments you want to make in this column.

    Print & sort optionsSelect the relevant option if you want to:
    • sort activity slips according to job number.
    • consolidate all activity slips with the same activity and job number on the invoice.
    • print the activity slip notes on the invoice.
  3. Click Prepare Invoice. The Sales - New Time Billing window appears displaying the details of the time billing invoice.
  4. If you invoice for items, information is already entered for the following fields:
    • the date in the Date field
    • the quantity being sold in the Hrs/Units field
    • the item number in the Activity field
    • the price of the item in the Rate field
    • [optional] the job number in the Job field
    • the appropriate tax code (Australia) or GST code (New Zealand) in the Tax/GST field.

    You can edit any information you require.

    Entering items on this invoice

    If you have selected the I Include Items on Time Billing Invoices option in the Preferences window, you can also enter items on this invoice. See Setting time billing preferences.

  5. If you want to group and subtotal the items and activities separately on the invoice, you can do so by inserting headers, blank lines and subtotals.

  6. Enter additional information about the sale, such as the salesperson, referral source and invoice delivery status.

  7. Complete the invoice in any of the following ways.

    • Record the invoice. Click Record to record the invoice without printing.

    • Print and record the invoice. Click Print and then choose the form you want to use for this invoice. For more information about printing invoices, see Sending forms when you record a transaction.

    • Save the invoice as a recurring sale. Click Save as Recurring. The Recurring Schedule Information window appears. Enter the necessary information about the sale and click OK. For more information about recurring transactions, see Recurring transactions.
      Note that no activity slips are created when you use the recurring sale in the future. Also, recording the recurring sale will not update the activity slips you used to create the invoice in the Prepare Time Billing Invoice window.

To create a time billing invoice using the Sales window

To create a time billing invoice using the Sales window

Activities billed using this procedure will not appear in most time billing reports

No activity slip records will be created if you use this method to create a time billing invoice. Most time billing reports are based on activity slip records, therefore, if you want to print time billing reports, you should create activity slips and then use the Prepare Time Billing Invoice window to create the invoice.

  1. Go to the Sales command centre and click Enter Sales. The Sales window appears.
  2. In the Customer field, type or select the customer you want to invoice.
  3. Click Layout. The Select Layout window appears.
  4. Click Time Billing to select the Time Billing layout and then click OK.

    In 2017.2 and later you can click the WIP button to display your time billing work in progress.

  5. For each billable activity, enter:
    • the date the activity was performed in the Date field
    • the number of units or hours being billed in the Hrs/Units field
    • the activity name or press tab in the Activity field and select it from the list
    • the rate charged for a single unit or hour of the activity in the Rate field
    • [Optional] the job number in the Job field
    • the appropriate tax code (Australia) or GST code (New Zealand) in the Tax/GST field.
  6. If you also invoice items, enter the following details for each item:
    • the date in the Date field
    • the quantity being sold in the Hrs/Units field
    • the item number in the Activity field
    • the price of the item in the Rate field
    • [optional] the job number in the Job field
    • the appropriate tax code (Australia) or GST code (New Zealand) in the Tax/GST field.
  7. If you want to group and subtotal the items and activities separately on the invoice, you can do so by inserting headers, blank lines and subtotals. For more information, see Adding and deleting lines, headers and subtotals.
  8. Enter additional information about the sale, such as the salesperson, referral source and invoice delivery status.

  9. Complete the invoice in any of the following ways:

    Save the invoice as a recurring sale

    Click Save as Recurring. The Recurring Schedule Information window appears. Enter the necessary information about the sale and click OK. For more information about recurring transactions, see Recurring transactions. Note that no activity slips will be created when you use the recurring sale in the future.

    • Record the invoice. Click Record to record the invoice without printing
    • Print and record the invoice. Click Print and select the form layout you want to use for this invoice. For more information about printing invoices, see Sending forms when you record a transaction.

  Time billing invoice FAQs


If I bill a client for partial services, how do I stop an adjusted rate showing on their invoice?

If I bill a client for partial services, how do I stop an adjusted rate showing on their invoice?

When you bill a client for only a portion of the services you have performed, the activity rate on your Time Billing invoice adjusts to show as a percentage of the full rate. If you want a different rate displayed on your printed invoice, complete the following:

  1. Customise the invoice form to remove the RATE field.
  2. Open the applicable activity (Time Billing > Activity List > open the activity).
  3. In the Description field, enter the rate you want to show on the invoice and select the option Use Description on Sales.

Now when you print the invoice, the rate you want to display will appear in the Description field.

AE Tax-AU