Invoice Methods

Modified on Mon, 3 Jun, 2024 at 5:22 PM

Invoicing in iCFM begins with creating a Billing Approval, also known as pre-invoices or pro forma Invoices. Billing Approvals are like a draft invoice, including all the details but without an Invoice number. You usually create and send your Billing Approval to your client to review so that they can let you know of any changes you need to make before issuing it as an Invoice. This way mistakes can be rectified, purchase order details can be added, and details can be modified without having to create a Reversal. When printed, they will also typically say 'This is not an invoice' somewhere, to make sure that your customer knows they do not need to pay it as it is for review purposes only.

There are two ways to invoice within iCFM. Each have their own benefits and your customers may require that you do things in a certain way. Your Projects can use a mixture, but it is recommended to try sticking to one so that the process becomes familiar, the data is easier to understand. Invoicing is arguably the most complex part of iCFM - since it requires a knowledge of all the underlying data. However, once you have created a few Invoices you should find the entire process simple to follow.

Invoice Type	Description
Interim Invoicing	Our recommended invoice style. Interim Invoices are quicker to create, and do not contain any specific line-items, simply a description and an amount. Typically, clients create an Interim Invoice for the 'First 50%' and then another for the 'Second 50%', however you can create as many Interim invoices as required on a Project, for any amount or percentage. You do not need to cost Jobs in advance with an Interim Billing Approval, and they can be created at any time.
Allocation Invoicing	An Allocation style invoice is different to an Interim invoice because you charge the total value of the work completed on a Project, rather than a percentage of the Quote total. You can choose which line items to include on Invoices, and can create as many Invoices as required for each Project. Once a Job has been Costed, a billing line-item will be created for each associated scheduled Service, Misc Cost etc, which you can then allocate to an Invoice in the Client Billing tab.

Invoice Type

Description

Interim Invoicing

Our recommended invoice style. Interim Invoices are quicker to create, and do not contain any specific line-items, simply a description and an amount.

Typically, clients create an Interim Invoice for the 'First 50%' and then another for the 'Second 50%', however you can create as many Interim invoices as required on a Project, for any amount or percentage. You do not need to cost Jobs in advance with an Interim Billing Approval, and they can be created at any time.

Allocation Invoicing

An Allocation style invoice is different to an Interim invoice because you charge the total value of the work completed on a Project, rather than a percentage of the Quote total. You can choose which line items to include on Invoices, and can create as many Invoices as required for each Project.

Once a Job has been Costed, a billing line-item will be created for each associated scheduled Service, Misc Cost etc, which you can then allocate to an Invoice in the Client Billing tab.