How To: Invoice a project in Teamleader Focus

 

This article describes functionality of our new project module. This module is being rolled out gradually in the upcoming months, so it is possible you do not have access to the features described here yet. If that is the case, you can still find documentation on the previous project module here.
 

 

Invoicing a project is a critical step in ensuring timely payment for your hard work and maintaining a healthy cash flow. Read this article to learn how to invoice a project in Teamleader Focus.
 

 

Via the invoices tab

You can invoice a project from the Invoices tab on the project detail page. 

Go to ‘Invoices’ and click on Add invoice in the top right-hand corner or click on +Add invoice:

 

Now, you have three options: invoice project lines, create a blank invoice or create an advance invoice:

Make a choice and click on Add invoice.

 

Create invoice from project lines

In the next screen you can select which groups, tasks or materials you want to invoice. Optionally you can also choose to only invoice up until a certain date. When filled out, only the time trackings up until the selected date will be selected.

 

Select the items you want to invoice by checking the box next to them. Then, click on Create invoice:

  • If you haven’t filled out a customer yet for the project you can select a customer here. If you’ve added multiple customers to your project you’ll have to choose which one of them you’re creating the invoice for. 

  • There's also the option Bundle groups. 

    Select this if you only want the group and not the work within a group to be shown on the invoice.

    Note that project lines without group will be shown on the invoice as usual.
     

Now, a draft invoice will be created. The behaviour is as follows:

  • Groups become subtitles in the invoice, and task/materials become invoice items
  • If your group has the billing method fixed price, you can select which tasks and individual time trackings you want to mark as billed. Note that work that is part of a fixed price is not shown on the invoice, but you can add the time tracking report as an attachment to the related invoice.

 

Partial billing

If the billing method of your task/material/group is ‘Fixed price’, then it’s possible to only invoice part of the amount of the fixed price based on a percentage. 

When invoicing a fixed price, by default 100% will be filled out but you can easily adjust this percentage:
 


 

Create blank invoice

You can also add a blank invoice to your project. This means that you just add an invoice that’s not linked to anything in the project (like time, materials or a fixed price).

Just fill out the fields like you would for a normal invoice:


 

Create advance invoice

The third option is to create an advance invoice. An advance invoice is a request for part of the payment before a product or service is delivered. 

You can deduct this advance invoice from later invoices linked to this project - for example invoices created from project lines. 

  1. Click on Create advance invoice
  2. By default, the checkbox next to 'Mark as advance invoice' is checked:
  3. Fill out the items on your invoice
  4. Save and book
  5. You'll find the invoice in your overview with a label 'Advance invoice' next to it:

     
  6. In a later stage, you'll want to invoice the lines from your project as explained above. 
    First select which project lines you want to bill. Then, you'll be able to deduct your advance invoice(s) from this amount by checking the box next to the advance invoice:
    • Choose how much from your advance invoices you want to deduct from your new invoice. You can either adapt the amount or edit the percentage:
      • Make sure the advance invoice is already booked before using it to deduct.
      • Total deduction from advance invoices can't be higher than total of billable amounts from selected project lines. Meaning that if the total billable amount from your project lines is €2000 already, then you can't deduct a higher advance invoice of e.g. €2500.
    • You'll find the 'Amount to bill' of the new invoice in the top right hand-corner. If you click on the question mark next to 'Deduct advance invoices' you'll find how this amount is calculated.

       
  7. If you've selected everything, click on Create invoice.
  8. If you open your new invoice you'll see a remark has been added to the invoice stating that the advance invoice 'xxxx' has been added.
     

Other ways to link an invoice to your project

There are some other ways to make sure your invoice is linked to your project and ends up in the ‘Invoices’ tab:

  • Create an invoice through the menu 'Invoices' directly, and via the button ‘Add invoice’ you can manually select the project
  • Create a subscription linked to your project

 

In bulk via the projects overview page

In the projects overview page, you can create invoices for multiple projects at once by clicking on the check mark next to your projects to select the ones you want to invoice > Invoice X projects:

 

Notes:

  • Only projects with an unbilled amount can be invoiced.
  • In the next screen to create your invoices, the primary customer of the project will be selected by default, but this can be changed.
  • Projects without customer will be ignored and won't be visible in the 'Create invoices' screen.
  • Every user with access to both the project module and the invoices module is able to create bulk invoices for projects.

 

Credit notes

If you credit an invoice linked to a project, your credit note will also be visible in the project’s invoices tab:

  • Billed and unbilled amounts update automatically when crediting an invoice linked to a project. That means the budget is recalculated when you credit a project invoice.
  • Also partially credited invoices and their amounts will be displayed here and the billed/unbilled amounts will be updated accordingly.

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