Getting started with invoicing

Within this module, you can fully configure and execute your invoicing process, from layouts and emails to the actual sending of invoices. Everything starts with the right settings.

The invoicing settings can be found via the gear icon in the top right, under the heading 'Financial'. Here you can manage your various invoice layouts. This is useful, for example, when you want to create invoices in multiple languages. You also determine the prefix of the invoice numbers here, a fixed element that precedes the number, for example '2025-'. The start number ensures that TimeChimp automatically counts up based on the last used number.

Additionally, you set the default payment term here. Note: these settings only apply to new customers. For existing customers, you adjust the payment term manually.

You can also customize the invoice email in this screen. Here you use placeholders to personalize emails to automatically fill in the customer's name or the invoice amount in the email.

Finally, you can set additional information that is placed at the bottom of the invoice and optionally add a standard attachment that is sent along with every invoice.

In TimeChimp, there are four ways to draft invoices. Depending on your preference or working method, you can choose to invoice via overviews, projects, financial, or via uninvoiced.

When you draft invoices via the overviews module, you check various registrations from hours, trips, and expense modules. TimeChimp remembers your selection when you switch between the different tabs.

Choose actions > invoicing.

Next, you choose how the invoice lines are constructed. You can choose a description per activity, employee, or project. If you want more details, you choose a detailed description listing the date, start and end time, project, and activity, among other things. Then click on create.

A draft invoice is created. Read here how to send the invoice to your customer!

You can optionally attach all expense files in a ZIP archive. There is also an option to include a time specification, where you can choose between portrait or landscape format. If you frequently use the same settings, you can save them as default for future invoices.

Go to projects and choose the project you want to invoice. Then click on the right of the invoice bar and choose '+new invoice'. Here you can choose from:

Just like with the other method, you determine what the invoice lines look like, which period you select, and whether you include all or specific activities.

If you choose this option, you start by selecting the customer. You can then choose which unbilled data you want to include, or draft an empty invoice.

Click on + New invoice in the top right. A pop-up window opens here, where:

Click on next step.

Select the desired project for which you are creating the invoice. If you do not choose a project? Then 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).

Then click on create. A draft invoice is created.

In this screen, you see all projects with outstanding costs in a single overview. It is especially useful when using subscriptions or installments. To display only the active and unbilled customers, select 'show unbilled customers' and 'show active customers' in the top right.

You can filter by project and invoice method, and choose to show only active customers or customers with outstanding items.

You can adjust the displayed period using the date picker. You can view the details of hours, expenses, and trips via the magnifying glass.

Once you’ve created a draft invoice using one of the four methods, you’ll enter the invoice editor. This gives you a preview of the invoice based on your selected settings. If invoice lines are linked to projects, this will be visible below the lines.

Want to know how VAT calculations are handled on the invoice? See this article.

Are you seeing a blank invoice despite having created registrations? See this article.

When the invoice is ready, click on 'Send' in the top right. You can then choose a standard invoice, reminder, or formal notice. When sending via email, you can use email tracking; this gives you a sending history on the right. You know exactly whether your customer has received the invoice.

You have the option to include the following items:

In the next window, the 'To' field is pre-filled, provided you have created a billing contact person under relations. Next, enter a BCC and provide the desired accompanying text.

Finally, you can personalize the email with placeholders. As soon as the invoice is sent, a unique invoice number is automatically generated.

All created and sent invoices are visible under Financial. Invoices are automatically labeled ‘Open’. When the due date passes, the status changes to ‘Overdue’. This makes it easy to keep track of unpaid invoices.

Once a customer has paid, you can mark the invoice as paid by clicking Actions > Process Payment. This helps keep your administration tidy and up to date.