Add An Invoice

How do I add an invoice?

To add an invoice, either go to:

• Invoices and press the "Add Invoice" or "+" button
• New Invoice
• Go to a client, select the invoices tab, and then press the "Add Invoice" or "+" button
• Go to Shift Notes and select one or more shift notes for the same client, then press the "Invoice" button that appears above the list/table

Depending on the method you chose, certain fields may already be filled out and others will still need to be filled out.

Using 'Add Invoice' from the main invoices page, or going straight to the New Invoice page

When going straight to the new invoice page, or using the 'Add Invoice' button from the main invoices table, the new invoice form will be blank and need all necessary information filled out.

Follow these steps for best results:

1. Choose the client.
2. Ensure the 'Send Invoice To' field and billing address fields are populated correctly after selecting the client.
3. Ensure the invoice date is correct, by default it will be today's date.
4. Set the due date as necessary, by default it will be in 7 days time.
5. Modify the invoice number if necessary.
6. Add all necessary line items, take special care with the GST field which will set to 'GST' by default, however for most NDIS services it should be 'GST Free'.
7. Add any tags, notes, or attachments if necessary.
8. Press "Save Invoice", this will save the invoice and load a popup for sending the invoice.
9. Check the sender name, and sender email are correct. These are how you will appear to the recipient.
10. Check the 'Email' field looks correct, it should be the same as the 'Send Invoice To' field was set to on the invoice.
11. Check the 'Subject' and 'Message' fields look appropriate, and that there is an invoice attachment underneath the message field.

You can view the attachment by pressing the 'eye' icon.

12. Press 'Send', you should get a popup to say it was sent successfully, then you will be redirected to the edit invoice page for the new invoice.

Using 'Add Invoice' from the invoices tab for a client

This process follows most of the steps from the previous section, however the client details will be prefilled with the details of the client you were viewing. This includes:

• The client will be picked for you
• The 'Send Invoice To' and 'Billing Address' fields will be pre-filled

All other fields will need to be completed using the same steps as above. Just start from step 3.

Invoicing one or more shift notes

Please note, all checked/selected shift notes need to be for the same client or it will not give you the option to invoice. Also note, invoicing shift notes will mark those shift notes as invoiced and provide the invoice number once saved.

To start, check the box next to any shift notes for a client that you want to add to an invoice, then press the "Invoice" button that appears above the list/table next to the "Delete" button. This will open the New Invoice page, however almost all necessary information will be prefilled for you.

The client will be picked, with their invoice email and billing address prefilled. And any line items from the shift notes that you selected will be added as line items to the invoice.

From here, you could simply save and send the invoice, however you should also double check all fields look correct prior to sending. If necessary, you will need to add any tags, notes or attachments to the invoice.

To send the invoice, hit "Save Invoice" and then follow the steps previously mentioned, starting at step 9.