The second component of the billing process is invoices. Invoices play a crucial role in business transactions, serving as a formal request for payment from a supplier to the origin. They provide a detailed breakdown of the tools provided, along with their corresponding costs.

1. To access the invoice section under the project billing menu, select "Invoice".

2. To create an invoice, click the down arrow to select the assignment of the project you would like to invoice.

3. 3. Select the Assignment

4. To select a date range, click on the desired start date and drag the cursor to the end date. The selected dates will be highlighted in blue.

Note: The gray bubbles mean that invoices have already been made for those time periods. Use this information to determine the period you still need to invoice. For example, if you see that you have already invoiced up to the 13th of the month, you will know that you need to bill from the 14th to the end of the month.

5. To open the advanced settings, click on the down arrow. Here you have the option to customize your billing preferences.

6. In a traditional billing workflow, most people prefer to include all their tools and bill at a daily rate for each day the item has been on the job site. However, some people may want to exclude everything by default and only include specific items that they want to bill for.

If you want to include items, you can start by selecting the "Include all by default" option. This means that you will have a list of everything available, and you can specifically choose the items you want to include in your invoice.

7. When it comes to billing, some people prefer to include weekends in their work week calculations, while others only consider weekdays.

For example, let's say a tool was used on a job site from Saturday to Friday.

If you follow a 5-day work week, you would only bill for Monday to Friday, excluding the weekend days (Saturday and Sunday).

However, if you follow a 7-day work week, you would include the weekend days in your billing, you would bill for Saturday and Sunday as well.

This allows you to choose whether you want to include weekends in your billing calculations or only consider weekdays.

8. The initial value for the loss rate is carried over from the rate table. However, it's worth noting that you have the flexibility to change this value for a specific billing period if needed.

When you have finished making the field selection, click "Apply".

9. The invoice will begin calculating and generating automatically.

10. At the top, you can see a summary of the invoice, including the assignment, total working days, the number of tools billed, and the total charge.

11. In the middle of the screen, you will find a table that lists all the tools billed on the invoice. In this table, you have the option to exclude specific tools that you do not want to be billed for.

12. This allows you to customize the invoice by including or excluding specific tools based on your requirements.

13. Additionally, if a tool was lost at the job site, you can mark it as "LOST" by selecting the "Mark Lost" option in the table.

14. Confirmed "Mark as Lost".

15. The total billed amount will adjust accordingly.

Distinction between Excluding and Marking Lost Items

Tip: In the billing process, there are options to handle lost charges and archiving tools. When you incur a lost charge for an invoice, you have the choice to archive the tool. Archiving a tool removes it from your inventory.

You can also choose to exclude lost tools from your invoice. This means that if a tool is lost, you can opt not to include it in the billing. However, you cannot mark an excluded item as lost. If you try to mark an item as excluded and lost, the "excluded" box will automatically be unchecked.

The reason for this distinction is to simplify the process, especially in cases where all items are excluded by default (as per one of our billing options) and you only want to charge for lost items.

Export Invoice

You can click on the "Export" button to download a CSV file of the invoice.

18. To complete the customization of your invoice, click on the "Finalize and Save Report" button located at the lower right-hand side of the screen.

19. In the "Create Report" pop-up window, you will have the option to edit the report name. Once you have finished editing, click on the "Create" button.

20. At the top right of the screen, you will see a banner indicating that the invoice has been created successfully. Click on the blue link "View Invoice History"

Please note that refreshing the page will update the invoice status from "Loading" to "PDF" and this process may take a few minutes as the system generates the invoice.

21. Once the invoice is ready, click on the PDF column to access and view the invoice.

22. The invoice window provides you with the option to download the invoice, save it to your file explorer, or print it. Once you have finished, click the "Close" button.