Formatting Your Invoice
You can generate an invoice from scratch or using a previously created projected billing for a project. To start generating an invoice, go to the desired project from the "Projects" menu item, click on the "Budget" tab, and then the "Invoices" sub-tab:
You have two options when it comes to generating an invoice from here. You can either start from scratch using the red "Create an Invoice" button at the bottom left corner:
Or, you can use a projected billing to create an invoice by clicking the Invoice button to the right of whichever project billing you wish to use:
Once you've chosen your method of creating an invoice, a box should appear labelled "Invoice Form":
This box will let you add:
- The deliverable period
- The amount owed
- The start and end dates
- The payment terms of a specific invoice
- An optional note
- A detailed activity breakdown and/or an activity description
- Export invoice to QuickBooks
Submitting your Invoice
After saving your generated invoice, it should be located underneath the "Invoices" sub-tab, along with all the other invoices created for a project:
The invoice will be labelled as Open, with a yellow tint. If you click the Actions toolbar next to the invoice, you will see a small list of options:
Click on "Save Invoice as PDF".This will save a copy of the generated invoice to your computer in a PDF format. The information present on the generated invoice will feature the information from the invoice form, as well as some information from the project's details, such as the "Bill To" box:
Detailed Activity Breakdowns and Activity Descriptions
The detailed activity breakdown checkbox on the bottom of the invoice form will add a list displaying the times that have been recorded by employees assigned to the project onto the generated PDF. The times displayed will be the times recorded between the start and end dates of the invoice, and the notes will be taken from the notes written on the employees' timecards.
The activity descriptions checkbox will add in a list of descriptions, sorted by date, for certain activities performed throughout the start and end dates. The description(s) will be below the activity breakdowns on the generated PDF.
Editing Information on Invoice PDF
Some of the information, such as the logo, can be edited from the "General Settings" tab after clicking the "Configuration" menu item. If you selected to include a detailed activity breakdown and/or activity descriptions, the information will show up underneath the "Activity Breakdown" section. After reviewing the invoice to make sure all the information is correct, you must submit the invoice yourself, as Griot does not submit the invoice automatically.