Debtor list – Invoices

Introduction

Via Invoices -> Debtor list – Invoices, you can invoice work and expenses. The report lists the invoicing potential, invoice drafts and non-balanced invoices per customer for the chosen period.

Description

Filtering

On the top of the page in Filter, you select the criteria you want to search for.

If you do not add a specific filter, the results will show all project registrations that are ready for invoicing. This includes time registrations, mileage, travels, expenses and payments.

We recommend that you invoice on a monthly basis and always leave the start date open. Then you make sure to always include all registrations and invoice your customer correctly the first time.

You have different view options to the right, which help you limit the view in the results view.

  • Show all columns: If you mark this field, you will also see Owner, Project manager and Account manager in the results view
  • Only show customers with non-invoiced items: If you mark this field, you will only see the customers with registrations ready for invoicing. If not, you will see all the customers you have created in TimeLog
  • Show potential which is not marked as Ready for invoicing: If you mark this field, you will also see the registrations the project manager has not yet marked as Ready for invoicing.

Click Show. Next to the Show button, there is an arrow which opens the opportunity to save the current filter or load and use previous filters. You can collapse the filter, so you get more space for the projects list.

Results view

Here you gain an overview of the customers and projects you can invoice based on your filtering.

Above the results view, you have the option to choose which currency you want to view the results in. If you select Project currency, the Total column disappears from the bottom of the report.

If you make use of One Click Invoicing, you can decide which invoice template you want the system to build the invoices from in the Select action menu. Read more about how One Click Invoicing works at the bottom of the page.

The results view is divided into several columns:

  • No.: Shows the customer number
  • Name: Shows customer, project and contract names. If you click the plus icon next to the customer number expands the table with the underlying project registrations per project
  • Items: Shows how many registrations are ready for invoicing. If you click the arrow in the corner, you get a detailed list of all the registrations
  • Time & material: Shows the value of your project work distributed on:
    • Time: Time registrations on each single contract
    • Expenses: Shows the registered travels, mileage and other expenses on each single contract
    • Work in progress: The work available on prepaid contracts or prepaid hours contracts
  • Fixed price: Shows the value of the Payments available on your fixed price projects
  • Total: Shows the full invoicing potential for the customer and the single projects, if the table is expanded to show the underlying projects
  • Invoices: Shows the value of your existing invoice drafts and the booked invoices within the period.
    • If you have a booked value, it means that you have not yet balanced the invoice in TimeLog against your financial system
    • If you click the Draft amount, the system takes you the Invoice drafts overview
    • If you click the Booked amount, the system takes you to the Invoice archive and provides you with an overview of the invoices for the customer

If you selected to show all columns in the view options, you also see these columns depending on your setup of TimeLog:

  • Owner: Shows the employee that is selected as owner of the customer or project
  • Project manager: Shows the employee that is selected as project manager in the project’s settings
  • Account manager: Shows the employee that is selected as account manager on the project

Create invoices

You have several options to create your invoices via the debtor list:

  • Dollar sign next to the customer name: Provides you the option to create the invoice on customer level. Here you can collect registration from several projects on the same invoice to the customer. The disadvantage is that the value from the registrations is added as in your project totals on the project and can give a wrong view of your revenue
  • Dollar sign next to the project name: Provides you the option to create the invoice on project level based on the invoice settings you have selected on the project. Here the value from the registrations are added to the right categories in your project totals on the project and provides a more correct picture of your project finances

If you have an Invoicing Advanced version of TimeLog, you can also use One Click Invoicing (OCI) as a tool in your invoicing.

One Click Invoicing

You need to have more settings in place, before you can start using One Click Invoicing.

  1. Activate One Click Invoicing in the system administration -> Finance -> One Click Invoicing
  2. Set up your customers with the right invoice template in the Finance When you update the customer card, you will be asked, if you want to update all active projects with the change. If you click Yes, the invoice template is added to all active projects automatically, and you do not need to set this manually on each project.

    Important: If you select Yes, all invoice settings for the customer are added to the projects. Only do this, if the projects should have the same invoice settings.

    If you click No, you only update the customer card and you need to update your projects manually.
  3. Configure the projects that deviate from the customer settings. Go through the invoice settings on each project, where you want to invoice via OCI, and that you did not update via the customer settings.
  4. Open your project
  5. Open the Invoice settings in the Finance tab
  6. Click the pencil to edit
  7. Select template at the top
  8. Click Save

Then you are ready to start your invoicing via the debtor list.

  1. Search via the filter
  2. Select all customers by clicking the checkmark at the top right in the results view
  3. Select Project in the Select action menu
  4. Click OK

TimeLog creates the new invoice drafts based on the OCI choices you did on the projects. Projects, where you did not choose to use OCI, are ignored in the process, and you need to create invoice drafts for them as usual.

You can follow the process for the invoice creation in the One Click Invoicing log, which you find in the reports section. Once your invoice drafts are created, you can check them in the Invoice drafts page. Here you can book all drafts with just a few clicks and afterwards transfer them to your financial system or download and send them to your customers.

Last updated 21 Mar 2022