Invoice Schedule

Invoice Scheduling enables you to plan when and on what basis to bill clients.

Sending your invoices out on time and the ability to forecast revenues is vital for the smooth running of your business.  

V1 Project Accounting’s invoice scheduling functionality enables you to easily manage these processes.

To create an invoice schedule in V1 Project Accounting you need to set up a system of Invoice Rules that detail how much and when the client should be invoiced.  

The invoice rule type determines whether a project is billed on a fixed fee basis or a time and costs recharge basis.

Invoice Schedule Overview tutorial

Click the image below to watch a short tutorial providing an overview of invoice scheduling.

*Under construction - apologies for any inconvenience.

Click on the image below to view a pdf file with notes on all fields available in the invoice schedule.

*Under construction - apologies for any inconvenience.

New Rule

1. Click the New Rule to a add a new invoice Rule

2. Select the invoice rule type:

• Fixed Fee

• • Lump Sum - Manual Entry: Use the Invoice Schedule table to enter lump sum amounts to bill for each month.

  • Lump Sum - Task Completion: Bill a lump sum when a task’s status is set to Complete.

• Time

• • Recharge: Recharge time logged in timesheets at the rates specified in Project > Rates.

Note: A Project Time rate card must exist for an invoice rule to pick up any time that has been logged.

• Expense

• • Lump Sum - Manual Entry: – Use the Invoice Schedule table to enter lump sum amounts to bill for expenses for each month.

  • Lump Sum - Task Completion: – Bill a lump sum for expenses when a task’s status is set to Complete.

  • Recharge: Recharge costs logged in expense sheets and purchase invoices at the rates specified in Project > Rates.

Note: A Project Expenses rate card must exist for an invoice rule to pick up any expenses or purchase invoices that have been logged.

3. Click Next.

4. Complete all required settings (see links above for each invoice rule type).

5. Click Accept.

Delete Rule

1. Click Delete Rule.

2. Select each rule to be deleted.

3. Click Yes.

This will delete all past and future forecast revenue associated with the invoices rules.

Generate Schedule

Generate Schedule provides a quick method to populate Lump Sum invoice rules with a repeating amount.

1. Click Generate Schedule.

2. Select the Invoice Rule to generate a schedule for (only Fixed Fee – Manual and Expense – Manual rules can be selected).

3. Enter the Start Date. This is the date from which the repeating schedule will start.

4. Select the Repeat Every period. This is the interval between each forecast amount.

5. Select whether the schedule should end after a specified No. of Occurrences or after a specified End Date.

6. Enter either No. of Occurrences or the End Date, depending on the previous option.

7. Enter the Amount that should be repeated.

8. Click Apply.

Insert Break

Insert Break provides a quick method to delay scheduled invoicing after a specified date, for example when a project timeline has slipped.

1. Click Insert Break.

2. Select the month break Insert Break After.

3. Enter the Break Duration (in months).

4. Click Yes.

All scheduled Lump Sum monthly amounts after the specified date will be moved forward.

Set Priority

If multiple Time invoice rules’ filter options specify to bill the same time, the time will only be billed by the highest priority rule. This also applies to Expense invoice rules and expenses and purchase invoices.

1. Click the Priority number of the rule.

2. Click Move Up / Move Down as required.

Invoice Schedule Table

Each row in the Invoice Schedule table represents a task or an invoice rule.

• Darkly shaded rows display top-level tasks.

• • All numeric values are the total of all values for this task or its child tasks.

  • Note: An additional –not set—row is displayed if there are any revenues that are not assigned to a specific task.

• Lightly shaded rows display child tasks.

• • All numeric values are the total of all values for this task or its child tasks.

• White rows display Invoice Rules.

Standard Columns

1. Budget: The total amount to be invoiced for the task from Fee Allocation (Construction product version) or Estimates (Consultants product version):

• Fee Allocation:  For each task this displays the Total Budget Fee (equivalent to Resource Fee + Non-Recoverable Costs Fee).
                         Any Additional Expense Fees or Additional Third Party Fees are displayed against the –not set – task as they are not task specific.

• Estimates: :      For each task this displays the Total Billing (equivalent to Time Billing + Expense Billing).

2. Due: The amount that is currently due to be invoiced to the client.
   This is the chargeable value of all billable time, expenses and any lump sum billing where the due date has passed, but has not yet been invoiced.

3. Total Invoicing: This is sum of Actual to Date + Forecast to Go + Due.
   This should be equal to the Budget invoicing if your invoice schedule and invoicing history is up to date.

4. Months: The forecast invoicing for each month.

5. To End: The forecast invoicing after the period currently visible.

Additional Columns

See Hiding and Showing Elements of the View below.

Details Columns

1. Type: For each Task, this is the Fee Type as defined in the Task Details section. For each Invoice Rule this is the Invoice Rule Type.

2. Status: Whether the invoice rule is active or inactive. Inactive rules will not forecast any invoicing or generate any invoice items.

3. Task Status: The Task Status as defined in eth Task Details section.

4. PO Number: The Client Purchase Order Number to invoice against.

5. Notes: Any additional information regarding the invoice rule.

6. Last Invoice: The date the that the last invoice was created that contains.

7. Invoiced By: The User that created the last invoice.

Summary Columns

1. Forecast to Date: The forecast invoicing amount up to today’s date.

2. Actual to date: The total from all invoices created for this project.

3. Forecast to Go: The forecast invoicing amount after today’s date.

Hiding and Showing Elements of the View

Hide the Invoice Schedule Table

1. Click the Invoice Schedule table title to hide / show the Invoice Schedule table.

Set No. Months

1. Click the Cog configuration icon at the top right hand of the table.

2. Select the Set No. Months menu option.

3. Enter the number of Months required to be displayed in the invoice Schedule.

4. Click Apply.

Note: The table will expand to show the number of months specified. The number of months that will fit on your screen will depend on your screen size.

Expand / Collapse / All

1. Click on the Expand / Collapse icons next to the left of Task Names to show the child tasks and invoices rules for that task.

2. Click on the Expand / Collapse icon next to the left of the Task/Rule header to expand or collapse all child tasks and invoice rules.

Show Details

1. Click on the Show Details link to show the additional Details columns, and Hide Details to hide the columns again.

Show Summary

1. Click on the Show Details link to show the additional Summary columns, and Hide Details to hide the columns again.

Filtering invoice rules

The Type, Status and Task Status columns allow you to filter which task and invoice rules to show in the table.

1. Click on the filter icon in the column header.

2. Deselect the attributes of the invoice rules are tasks that you wish to hide.

3. Click Apply.

Note: The filter icon in the column header will change to indicate that the column is filtered. The Invoice Schedule table title will also display ‘(filtered)’.

Navigate Around the Schedule

1. Use the  arrows to scroll through the time period.

• The single arrows move forward or backward by 1 month.

• The double arrow will move forward or backward by the number of months currently shown.

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