Working with Invoices


Invoices in Briefcase are quick and easy, and in this video I'll be showing you the full scope Invoices and some of the advanced features.

There are two ways to create a Invoice.

You can navigate to the Invoices list, and click New. From the dialog select or search for the relevant Job.

Alternatively you can start from the Job record, click the Invoice tab then click New Invoice. This is the recommended way to create an Invoice and is generally quicker.

Invoices are identified by a unique number, this is the Invoice number.

The Invoice type can be selected from a list of options which you can edit. Using the type you can identify the Invoice. For example, the type Deposit could identify an Invoice deposit amount to commence a Job.

To change or modify the types, select Edit from the menu, a default can be set by editing the first option in the edit window.

The Status options for Invoices are as follows.

  • Pending, this is the status for an Invoice that is not ready to be sent to a client - it is excluded from reporting and job summaries.
  • Open, is used for Invoices that have been issued to the client.
  • Closed, this status can be used to mark an Invoice as paid, do not use this option if you are integrating Briefcase with an accounting system.
  • Invoice Entered, the Status for invoices manually entered in to an accounting system.
  • Exported, the Status for invoices exported in to an accounting system using one of the supported integrations.
  • Cancelled, when an invoice has been withdrawn, this status is excluded from reporting and job summaries.

Towards the middle of the window the Job details associated with the Invoice are shown, making it easy to see which Job the Invoice belongs to. These fields  can be used to search for an Invoice in Find Mode. The Job Number label is also a quick way to get back to the Job record.

To move a Invoice from one Job to another, click the Job number input and change the selection from the Job select dialog.

The Line Items tab is used to build your fees in to your Invoice.

Line Items can be entered manually or inserted from existing Line Items created in other parts of Briefcase such as Estimates.

Lets first look at entering Line Items manually.

Using predefined Rates from the Settings area, you can create line items by selecting a Category and then a Rate from that Category. You can skip the Category menu if you have a small, manageable list of Rates.

Rates are used throughout Briefcase to measure time and costs. Setting your Rates correctly is very important, see the guide for Rates on our support site for full documentation. The Line item descriptions can as long as you like, you can also set a default description in the Rates area if required.

Lets do a quick run through of the remaining columns.

  • Quantity can be units or hours.
  • Use Unit Sell when items have a sale price per unit such as hourly rates, this is multiplied by the Quantity to calculate the overall Sale.
  • Sale, the overall Sale amount of the Line Item.
  • % Invoiced indicates the percentage invoiced of that Line Item.
  • Tax, is by default the Clients setting for Tax as defined in the Company record.

Finally, use the Line number column to order and reorder Line Items. You can also use a Line number to merge lines together. If you have multiple items occupying the same Line number they will merge when previewed in the Invoice.

This is useful if you have line items that you don't want the client to see. By merging lines the client will see the first line only, the Sale value will be the sum of all merged lines.

To insert Line Items from other parts of Briefcase use the tabs.

From Estimates includes all Line Items approved by the client. From Purchases includes all Line Items ordered from a supplier. Items ordered from a supplier are typically included in an approved Estimate, for simplicity and clarity it is better to select the Line Item from the Estimate in these cases. From Time includes all billable Line Items from Time and Expenses entries.

To insert an Estimate Line item click the From Estimates tab.

Click the Add icon, the line will turn grey to indicate it has been inserted in to the Invoice.

To invoice a percentage of a Line Item, click the Add icon while holding down the Option key (Mac) / Alt key (Windows). Enter a percentage in the dialog and click OK.

To invoice all Line Items, hold the Shift key.

This can be used in combination with the Option key (Mac) / Alt key (Windows) to invoice a percentage of all Line Items.

Clicking Print and preview the Invoice layout.

In the preview click Email PDF. This will activate your default mail client and attach the PDF ready for sending. If you prefer to save a PDF select Save PDF from the File menu.

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