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Understanding Different Invoicing Methods: Choose the Right One for Your Business
Understanding Different Invoicing Methods: Choose the Right One for Your Business

How do i create an invoice within TimeChimp

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Written by TimeChimp
Updated over a week ago

In this article, we will explain how to create an invoice in different ways. Read along carefully or simply choose the method that suits you.

Table of contents:

Creating an invoice from 'Overview'

In 'Overview', you have a total overview of all hours worked, expenses, and trips. Here, you can easily select which lines you want to include in your invoice.

  1. Select the desired lines from your hours, expenses, and/or trips tab. TimeChimp remembers your selection when you switch between different registration types!

  2. Click on actions > invoicing in the top right-hand corner.

  3. A pop-up window will open here:

    1. You will see which client(s) you have selected;

    2. Choose the desired description method;

    3. Determine whether a specification should be created immediately.

  4. Then, click on 'create'. A draft invoice will be created.

  5. Click here to learn how to send the invoice to your customer!

Creating an invoice from 'Finance > Invoices'

In 'Invoices', you have the option to create an invoice in the preferred method.

  1. Click on '+ New invoice' in the top right-hand corner.

  2. A pop-up window will open here:

    1. Select the client;

    2. Choose the desired invoicing method:

      1. Based on the recalculation of hours and/or expenses and/or trips;

      2. Based on a fixed price: project or activity (note: this must be set at project level);

      3. Based on a recurring term amount/subscription (note: this must be set at project level);

      4. A free invoice: this is not linked to registrations or other matters.

  3. Click on 'next step.'

  4. Select the desired project for which you are creating the invoice. If you do not select a project, the invoice will not be linked to a project. (Note: if you choose a free invoice, you will be taken directly to the draft invoice. Click here to continue to the draft invoice).

  5. Select the desired description method.

  6. Determine whether a specification should be created immediately.

  7. Enter the desired period for invoicing.

  8. Then, click on 'create'. A draft invoice will be created.

  9. Click here to learn how to send the invoice to your customer!

Creating an invoice from 'Uninvoiced'

In addition to invoicing from 'Invoices', there is also the option to invoice from 'Uninvoiced'. Here, you will see all lines that can be invoiced in the selected period. This includes not only hours but also installments or subscriptions. So, everything is conveniently located in one place.

  1. Go to 'Uninvoiced.'

  2. Select the desired period (top right-hand corner).

  3. Select the desired registrations, installments, or subscriptions you want to invoice.

  4. Click on actions in the top right-hand corner and choose 'invoicing.'

  5. A draft invoice will be created.

  6. Click here to learn how to send the invoice to your customer!

Creating an invoice from 'Projects':

In addition to 'Overview' and 'Finance,' you can also easily create an invoice from your project dashboard.

  1. Go to 'Projects.'

  2. Select the project for which you want to create the invoice.

  3. Click on 'new' in the invoice bar and choose 'invoice.'

  4. Select in the pop-up window:

    1. Choose the desired invoicing method:

      1. Based on the recalculation of hours and/or expenses and/or trips;

      2. Based on a fixed price: project or activity (note: this must be set at project level);

      3. Based on a recurring term amount/subscription (note: this must be set at project level);

      4. A free invoice: this is not linked to registrations or other matters.

    2. Select the desired description method.

    3. Enter the desired period for invoicing.

    4. Indicate whether it only concerns specific activities.

  5. Click on "create" and a draft invoice will be created.

  6. Click here to learn how to send the invoice to your customer.

Finalizing the invoice

Time to make it final! The invoice is currently a draft invoice. The great advantage of this is that you can still make adjustments to the invoice. You can easily add a discount, change quantities or choose a different invoice layout.

Click on "send" in the upper right corner to send the invoice to the customer. Another pop-up window will appear:

  1. Choose the desired invoice type:

    1. Standard,

    2. Reminder,

    3. Demand for payment.

  2. Choose the sending method:

    1. Send by email: you send the invoice from TimeChimp.

    2. Manually send: you will receive a PDF invoice in your email.

  3. Select the desired options:

    1. Add a PDF version of the invoice,

    2. Add one PDF with the invoice and attachments - merge separate PDFs and the PDF invoice,

    3. Add a UBL invoice (XML),

    4. Add a web invoice,

    5. Add attachments - attachments will not be sent automatically otherwise,

    6. Email tracking - you will have a sending history on the right. You will know if your customer received the invoice,

    7. Send me a copy - receive a copy of the invoice in your email.

  4. Click on "next step". In the next window:

    1. The "to" field is filled in automatically if you have created a billing contact person under relationships. Read here how to do this.

    2. Enter a "bcc" (if desired);

    3. Add a desired accompanying text.

    4. Click "send".

  5. Your invoice now has an invoice number!

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