Invoicing module is available from the Advanced subscription.
After creating an invoice, there are several options that you can apply or modify. In this article, we explain what these are and how to do it.
To edit an invoice you can either open the invoice and click the edit button or you can click on the three dots in the invoice overview, and then click on the edit button.
Please note! Editing an invoice should only be done with it is still in the 'Concept' phase. TimeChimp allows you to also edit invoices that are finalised however this should be used with caution as many tax authorities don't allow this.
Currency and language
At the top of the page, you have the option to adjust the currency and language settings. If you use multiple currencies, the amount in the invoice overview will be displayed in the specific currency used. Automatic totals are no longer displayed when using multiple currencies.
Do you still want to view the total amount? Select the desired invoices to see the total amount appear in the top left corner.
Customer and invoice information
You can adjust the customer and invoice information in the top left of the editing screen. The information you entered in the customer settings is filled in here by default. You can, of course, still edit this information.
You can also add a description or modify the existing one. You can set up a default description via Settings (gear icon) > Settings > Invoicing. At the bottom, you will see the option 'Default description'.
You can fill this in using placeholders so that the invoice data automatically updates with the desired information. Click on the placeholders to copy them directly into the description field.
At the very bottom of the invoice, you can modify or add an extra description. Just like the "normal" description, you can set a default for the extra description via Settings (gear icon) > Settings > Invoicing.
If you have configured a default, it will appear when editing the invoice. You can adjust the extra description here if necessary.
Date and payment term
On the right side of the customer and invoice information, you can change the invoice date and delivery date.
Additionally, you can adjust the payment term and add a reference to the invoice. You can filter by this reference later in the invoice overview. This reference is also visible on the invoice itself. If you have entered a project number, that number will be used as the reference.
Invoice lines
Under the heading Invoice lines, we can adjust the current lines. The description, quantity, price, and VAT of all individual lines can be easily adjusted here.
Adding and Linking Lines We can also add entirely new lines, entering all the information mentioned above. Additionally, these lines can be immediately linked to a project. The button "Link project" becomes visible under the new line. The moment you link a project, the invoice will also become visible in the project overview.
You can change the order of the lines by dragging the drag handle (icon), and you can delete lines.
The fields for a 'Code' are used when you have an integration with an accounting system. This ensures the lines are linked directly to the correct ledger accounts.
Totals
This brings us to the bottom of the invoice, where you will find the total amount. Here, you can add a discount and/or a surcharge by clicking on one of the buttons on the right side.
This article explains how VAT is calculated and rounded in TimeChimp.