This is a general overview on how to create Invoices in Streamtime 13.0 v5 and above. If you're looking for information on how to part bill, create discounts on an invoice or how to integrate with a particular accounts package, please check the Knowledge Base for the appropriate articles.
Getting Jobs ready for Invoicing
When a job is ready for Invoicing, you can:
1. Change the job status to To Be Invoiced* - this will allow you to do a quick search for jobs that need invoicing
2. If a client was supposed to supply you with a PO you can check that this has been done
*Note: You can customise your job status list to include your own statuses. Click here for more info .
Finding Jobs to be Invoiced in a Detailed View
If you are in a Detailed View (as above) and you wish to find all of the jobs that need Invoicing click the Find button.
And in the Status field, select To Be Invoiced (or whatever status you've chosen to use) from the drop down menu and click enter.
This will return all the jobs that have that status and you can toggle through them using the arrows in the top right hand corner.
Finding Jobs to be Invoiced in a List View
If you are in a List View (as above, click the All Active button to show all active jobs and then type To Be Invoiced in the Search Invoices field and click enter
This will return a list of jobs with that status and you can use the arrows to the left of the job numbers, to drill into a detailed view of those jobs.
Check the Job you're about to Invoice
In the Overview tab you can double check the job information to make sure this a job you wish to Invoice.
When you're ready to create the invoice, click on the Quotes & Invoices tab, then click the New Invoice button.
Streamtime will ask if you're sure you want to create a new Invoice, click OK.
This will move you to the Invoices tab and create a new Invoice for you.
In the Invoice Details tab you can:
1. Change the created date (exceptions apply when using manual invoice numbering)
2. Check the Client PO number
3. Check or change the Payment Terms
Note: the payment terms will automatically calculate the due date.
You can also change the contact the Invoice is going to e.g. Accounts Payable
Note: In order to change the contact of the Invoice to another contact, that contact must be setup under the company in the Contacts tab first.
Adding items to your Invoice
There are several ways you can create items on an Invoice. The first way is to simply:
1. Select an item from the Category column
2. Select a Task/Material
3. Type in the Details you'd like to appear on the Invoice
4. Add in the Quantity or Hours for that item
Streamtime will then take the value of that item from your Cost Matrix and fill in the Invoice Rate and the Invoiced columns automatically.
Note: if the item you have selected does not have a rate in the Cost Matrix you can manually type in the rate into the Invoice Rate column.
Alternatively if you have created a quote/estimate, or there are time and materials or purchase orders related to the job then you can use those items to create your Invoice.
Invoicing based on your Quote/Estimate
Click on the Related Quotes tab. This will show you the Quote/s that were created against the job.
By clicking on Move Selected to Invoice.
This will move all of your Quote items into your Invoice.
If you do not wish to Invoice all of your quote items at once you can select individual items to invoice by clicking the appropriate arrow on the right.
Invoicing based on Time & Materials
Click on the Related Time & Materials tab. This will show you the Time and Materials that were added to the job.
By clicking on Move Selected to Invoice.
This will move all of your Time and Materials into your Invoice.
If you do not wish to Invoice all of your time and material items at once, you can select individual items to invoice by clicking the appropriate arrow on the right.
If you have many time and material items on a job and you don't want them all to appear on the invoice then you can go to Setup > System Setup > Invoices and choose to have your Time & Materials import as summaries.
You also choose to have the Notes that your staff members added to their time entries also import on the invoice.
Invoicing based on Purchase Orders
Click on the Related Orders tab. This will show you the active orders that are related to the job
You can either:
1. Click on Move Selected to Invoice to invoice all the active orders or
2. If you do not wish to Invoice all of your active orders at once, you can select individual items to invoice by clicking the appropriate arrow on the right.
This will move your active orders into your Invoice.
Invoicing based on a combination
You can also use a combination of the above methods to create your Invoice.
Previewing your Invoice
Once you are happy with your Invoice you can then click the Print/Send button.
Preview your Invoice to make sure you are happy with it.
Click Enter to close the preview.
Sending your Invoice to your Client
Then you can Print, Save a PDF or Email a PDF of the Invoice to the client.
When you do that Streamtime will ask you if you want the Invoice to be posted and locked.
If you click No, nothing is changed.
If you click Yes, Streamtime will automatically change the Status to Sent and lock the Invoice.
If you click Lock Job, Streamtime will mark the invoice as Sent and lock it down, it will mark the job as Invoiced and lock it down and it will prompt the user to close down all open tasks for this job.
This is an important maintenance feature. It helps avoid building up hundreds of open tasks for jobs that are long finished.
If you can't lock your job upon sending the last invoice, note that you can also lock the job separately from the jobs list or job details – by clicking the padlock. In this case Streamtime will also prompt you to close all open tasks. Finally, there is also a function to close open tasks through the tasks list menu.
Tip: A lot of our clients choose to click No and manually change the Status to sent as they don't want to lock the Invoice until it has been exported to their accounts package. It's up to you though, you can always unlock the Invoice at any time by clicking the padlock and typing in your Admin password.
Note that you can still track invoice payment even when the invoice is already locked. So there is no need to keep the invoice unlocked just for that.
Once you've sent the Invoice you can then go back to the Jobs tab, click Overview and change the status of the job to Invoiced.
Note: You'd only do this, if this was the final invoice on the job.
Then you can use the arrows in the top right hand corner of the screen to move to the next job for Invoicing, click on the Quotes & Invoices tab, then click New Invoice and follow all the steps above.
Exporting to your Accounts Package
To export to one of our supported accounts packages you need to ensure you have met all the relevant requirements for that setup. For more information on how to integrate with Xero, MYOB, Quickbooks, Sage or Moneyworks please ensure you've read the relevant Knowledge Base articles.
When you are ready to export your Invoices you need to go to Invoices > List Invoices.
Click Advanced Search
Choose the Status Sent and click Search
This will return a list of Invoices with a status of Sent.
Once you've checked the list click the Export button
Streamtime will ask if you're sure you want to perform the export. Click Yes.
This will then begin the export process to your accounts package.
Streamtime will also ask you if you want to set these Invoices as exported and lock them. Once you have checked that the invoices have gone into your accounts package, click Yes.
This will mark all of those Invoices as Exported and include and export date.
Marking Paid Invoices
If the client pays their invoice in full and you'd like to record that in Streamtime. Simply find the Invoice in your Invoice list and click the Date Paid box, and it will include the date and the amount will go green. You can even do this when invoices are already locked.
Green means the invoice is paid in full. If an invoice is only partially paid, you can go into the invoice details and record the payment amount. In that case it will colour orange.