Invoicing

The invoicing in Forecast gives you the opportunity to generate invoices for your projects and track payments. You get an overall overview of what you invoiced to your clients, what was paid and what is still outstanding.

Main takeaways

Overview

This view shows you per project the invoiced and uninvoiced total amounts. 

Step 1 Open the invoicing overview in the portfolio section of the Forecast navigation.

Step 2 Use the eye icon to specify the columns you want to see in the overview.

Step 3 Select the date range you want to see your invoicing data for. By default the date range is set to the past month. This date range only impacts the displayed data for your Time & Materials projects.

Step 4 The invoicing data is shown per project. Your projects are grouped by budget type so you can easily distinguish between your Time & Material, Fixed Price or Retainer Projects. Use the filter on the top right of the page to only focus on specific projects.

step 4

 

Note:

The invoicing overview will only show you projects that still have invoicable amounts.

  • Time & Materials projects: Only projects with univoiced time regsitrations or billable expenses will be displayed
  • Fixed Price projects: Only projects with uninvoiced amounts of the fixed price will be displayed
  • Retainer projects: Only projects with uninvoiced locked retainer periods will be displayed

Invoices

The Invoices view shows you a detailed list of all your created invoices as well as a summary of the invoiced, paid and unpaid amounts. You can edit your already created invoices from here.

Step 1 Open the list of invoices in the portfolio section of the Forecast navigation.

Step 2 Use the eye icon to specify the invoicing data you want to see in the list. You can download the list as a CSV document by clicking on the download icon next to the eye icon. The download will contain all columns shown in the list.

Step 3 Select the date range you want to see your invoices for. By default the date range is set to the current month. The invoice list will show you all invoices with an invoice date in that date range.

Step 4 Edit or delete invoices by clicking on the three dot icon in each line item.

step 4 part 2-1

Create Invoices

Create your invoices by client for your Time & Material, Fixed Price or Retainer projects.

Step 1 Click on the New Invoice button on the Overview or Invoices page. 

Step 2 Select a client to create the invoice for.

Step 3 Decide if the invoice should be based on your project data (billable hours, expenses or fixed price) or if you want to create a manual invoice.

Create invoice1

Step 4 If you create an invoice based on your project data, you can review the amounts that will appear on your invoice.

For Time & Material projects of the selected client you have to select a date range and then you will see the uninvoiced time registrations and expenses in this date range.

For Fixed Price projects you will see the uninvoiced fixed prices as well as the uninvoiced expenses.

For Retainer projects you will see the uninvoiced locked periods and the uninvoiced expenses.

time material fixed price retainer

Step 5 You can create an invoice for all projects of the client in one. In the next window you have to name you invoice and can add additional information to the invoice, such as a reference number, a discount, the tax to be applied and the currency (Please note: You can only select different currencies if you have those set up in your Admin panel. See the article about setting up currencies here)

Step 6 Add notes to your invoice if necessary

Step 7 At the bottom of the modal you can decide how the billable hours of your Time & Material project should be grouped. They can be grouped by Project, Task, Person, Role, Phase or Sprint.

You can also decide if you want to include the billable expenses in your invoice and if those should be grouped by Project or Person.

step 7

Step 8 In the last step of the creation process you can confirm and edit all line items of your invoice.

You can edit the following fields:

  • Description
  • Quantity (only for billable time registrations and expenses, the quantity for fixed prices and retainer periods is always set to 1)
  • Unit Price
  • Discount
  • Tax

You can also delete or duplicate existing line items by clicking on the three dot icon or add new line items to your invoice by clicking on the plus icon.

ezgif.com-video-to-gif (1)-Nov-17-2020-10-02-10-04-AM