This area displays information about invoices you have generated. View individual invoices, view aggregate data, and drill down into financial data.
Dashboard
You can use this screen for a high-level overview of invoice information. You can view sales by period, top 10 clients by revenue, sales per bill item, and an aging overview.
View All Invoices
This screen provides a more granular view of invoices than the dashboard.
Number: The unique invoice number.
Type: The service or billing model used for invoicing.
Client ID: The unique client identifier.
Client: The name of the customer.
Subtotal: The subtotal of the invoice.
Tax: Total amount of tax on the invoice.
Total: The total amount of the invoice.
Balance: The amount the customer currently owes on the invoice.
Distribution: The invoice distribution method, as set in site-specific preferences.
Status: Invoice statuses include:
- Draft: The invoice has not yet been finalized.
- Approved: The invoice has been completed.
- Approved and Distributed: The invoice has been approved and sent to the customer.
Approve/Distribute: A green approve button will appear here if the invoice has not been approved. A distribute button will appear if the invoice has been approved but not distributed. This column will be blank if the invoice has been approved and distributed.
Invoice Date: The date you generated the invoice.
Due Date: This date is based on the invoice date and the customer's payment terms.
Aging: The number of days the invoice has been pending payment. If the invoice has been paid, a paid message will appear here.
Aging: The category of accounts aging into which the invoice falls if unpaid. If paid, a paid message will appear here.
View: Click this button to view the invoice.
Pay: Click this button to enter a payment.
Edit: Click this button to edit the invoice.
Red X: Click this button to remove the invoice.
Note: It will not delete the contract, and the invoice can be re-generated for the same period.
Prepare Invoice
From this screen, you can view, manage and process invoices that have not yet been processed.
Note: You can view invoices in any status on this screen, including those that have been processed. Use the filters to view invoices by group, date, and billing cycle parameters.
Cancel: Cancel the invoice for this billing cycle.
Note: This option does not cancel the contract. The invoice can be re-generated if canceled.
Gear Button: Click this button to edit contract configurations.
Invoice Date: View the date it generated the invoice and the period the invoice covers.
Length: The number of days within the invoicing period.
Account: The account name and address.
Contract Start Date: The beginning date of the contract.
Distribution: The distribution method of the invoice.
Invoice: The amount will appear here if the invoice has been finalized. Otherwise, the column will be blank.
Status: The status of the invoice.
- Canceled: The invoice has been canceled.
- Approved and Distributed: The invoice has been approved and sent to the client.
- Validation Error: Errors are blocking the creation of the invoice.
- Not Processed: The invoice has not been finalized.
- Draft: The invoice has been prepared but is a draft and can still be edited.
Note: Use the drop-down to filter by status.
Subtotal: The subtotal of the invoice, if it has been prepared. If validation errors exist or the invoice has been canceled, 'Preview' will appear in this column.
Last Invoice: The amount of the previous invoice for this customer.
Prepare: Click this button to prepare the invoice.
Preview: Click this button to preview the invoice. This option will allow you to make edits and resolve errors before finalizing the invoice.
Prepare in Batch
This option allows you to view, prepare and manage multiple invoices at once, allowing you to save time.
Cancel: Cancel the batch of invoices.
Note: This option does not cancel contracts. Invoice batches can be re-generated after canceling.
Batch ID: The unique ID of the batch.
Region: The region in which the batch is contained.
Batch Date: The date you generated the batch.
Recurring: The number of invoices following the recurring invoicing model.
Ad Hoc: The number of ad hoc invoices (invoices not generated from a contract) in the batch.
Total: The total number of invoices in the batch.
To Verify: The number of invoices in the batch that contain blocking errors.
Subtotal: The subtotal of all invoices in the batch.
Tax: Total amount of tax in the batch.
Total: The total dollar amount of all invoices in the batch.
Canceled: The number of canceled invoices in the batch.
Drafts: The number of invoices in draft status contained in the batch.
Approved/Not Distributed: The number of invoices in the batch that have been approved but not distributed.
Distributed/Completed: The number of invoices in the batch that have been distributed.
Edit: Edit the batch of invoices. Editing the batch allows you to change any of the following parameters.
Region: The region of the invoice batch.
Action: The invoicing action you'd like to apply to the batch. You can create the batch only or create the batch and create invoice drafts.
Invoice Date Range: The date range for the batch
Ad Hoc Invoices: Choose to include or not include invoices you did not generate from contracts.
Filter By Frequency: Filter the invoices that appear in the batch by invoice frequency.
Filter by payment methods: Choose to include invoices by client payment method.
View: View and manage individual invoices within the batch.
Invoice Analytics
See an overview of invoice items, revenue totals, and more—filter by site, date, quarter, year, or by location. Compare data using the drop-downs at the top.
Use the drop-downs to compare data.
- The First Data Aspect: This is the first data aspect you want to compare.
- The Second Data Aspect: Select from the drop-down, or leave blank not to select a second data aspect.
- Filter By Account: Begin typing to filter by a specific account.
- Filter By Bill Item Name: Select the name of a bill item from the drop-down.
- Filter By Bill Item Code: Select the bill item code from the drop-down.
- Date: Select a date to filter.
You can also filter by clicking the icons on the left-hand side.
- Bill Item: Filter data by bill item.
- Account: Filter by account.
- Month: Filter data by month.
- Year/Month: Filter by year and month.
- Quarter: Filter data by quarter.
- Year: Filter data by year.
- Day of Month: Filter data by the day of the month.
- Country: Filter by country.
- Region: Filter by region.
A chart with a heat map below the graphs allows for further drill-down into the data. More significant numbers are highlighted in red.
Revenue Analytics
Drill down into revenue analytics to see data on revenue and profit and loss.
The difference between how Invoice Analytics and Revenue Analytics are calculated is that Invoice Analytics looks at invoices, whereas Revenue Analytics is based on billable items. Therefore, it is possible to have revenue for a given week that is only invoiced the next month. Revenue Analytics uses the service date, whereas Invoice Analytics uses the invoice date.
