What is invoicing fo?
In OneDesk, the invoicing feature is designed to be tightly connected to the time tracking tools. Invoices are made based on billable hours logged for your customer organizations. We recommend invoicing for companies who work on projects for customers, or provide ongoing services or support. Some popular examples include consulting services such as IT or HR, or development and creative services such as marketing firms or web developers. This video will cover how to invoice in OneDesk.
Access invoicing
Invoices in OneDesk along with your budget management features are found in the Financials application. This is located under more applications, on the left side bar, indicated with the dollar sign. By default, non-admin level users do not have access to the Financials app. If you are an admin-level user and you do not see the app it may be because it is turned off in your account. You can turn it on by going to Administration > User Apps > Toggle on hidden apps and enable the Financials app.
Rates
Before creating an invoice, you should set your invoicing rates. This can be done from administration > Financials.
Set your invoicing rates by selecting modify beside invoicing calculation level. Invoicing rates refer to the amounts you want to bill your customers for. First select the calculation level. You can choose from a variety of options. For example you might charge based on a service type or based on each specific project. I’m going to charge based on the types of services I am performing. Note if you want to use service types you can edit and define these from your administration, timesheets settings.
Next I will set my hourly rates for each service type. You can also do a monthly minimum. This will define a flat rate up to a defined number of hours, with any hours above it charged at an hourly rate.
Save your invoicing rates.
Now let’s create our invoice. I will go over other invoice settings later.
Create an invoice
Click Add on the top bar and select Invoice
Select the organization you want to invoice.
You can create a monthly invoice or choose an ‘ad hoc’ invoice. You can only send the monthly invoice one a month per organization. Here February is grayed out and not selectable because I have already invoiced this organization for this month. Check off stay in tab to navigate directly to the invoice then select the save draft.
Now our new draft invoice is created, looks pretty blank, that’s because we haven’t added any time to the invoice!
Select add time. Now you should know, that only the following timesheets will appear and be usable from this invoice: the timesheets must be:
- Billable
- Not already on another invoice, and
- associated with this customer organization . i.e. Company A here should be the invoiceable customer organization on the timesheet.
You and your team should fill in these properties when logging their timesheets. However it is possible for admin-level users to edit a timesheet by going into the Timesheets application, here. Double clicking on the timesheet and editing the necessary property. For example the billable status or invoiceable customer org here.
Let’s head back to our invoice and add our timesheets now.
Select the timesheets you want to bill your customer for. The line items will be generated automatically with the hours multiplied by your rates.
You can add additional line items by selecting add at the bottom. For instance, you can add a discount percentage, tax or custom line. Add the line item name and type. It’s quite flexible in that You can choose how it is calculated, an amount before the subtotal, or a percentage or amount after the subtotal. Before we move our invoice out of draft, let’s go over our invoice settings. Let’s head to administration > Financials
Invoice settings
First is the payment due or payment terms. These define when the invoice will be due. So Net 30 will set the invoice to 30 days after the day I send it to the customer.
Next there is the detail level. This sets whether I want to show the names of my tasks on my invoice. The grouping is always shown and corresponds to the invoicing rate. So if we look at my invoice you can see my service types are displayed at the top here. This is because my invoicing rate is set to service type. If for example, I had my invoicing rates set to each team that logged work, that would be displayed as a grouping instead. From the detail level I can choose whether I want the names of tasks or tickets to appear on the invoice. Let’s set it to the item detail level here. Now let’s go look at my invoice again. Now the names of the tasks or tickets my team worked on are displayed in the line items.
The next settings are defaults, you can set your default currency and line items. These will automatically add my taxes or discount to all new invoices. You can also set default on a per custom organization level. Go to the customers app on the left side, double click to open the organization profile. Or you can navigate to the organization directly from the invoice by clicking the organization’s name. You can override your defaults and set new ones for individual customer organizations.
Back to our admin settings. Add payment instructions to let your customer know how to pay, you can add text, bulleted steps, links and more here. This will appear at the bottom of the invoice when you send it to a customer.
Lastly is the integration with QuickBooks Online. This integration lets you copy over or send invoices directly via QuickBooks Online. This integration will be covered in depth in another video.
Be sure to set your logo and address from admin > company preferences. This will appear on the invoice we will send later.
Now with our preferences set, let’s head back to our invoice and send it. We can now move our invoice out of draft and into open status. Open means the invoice is ready to go. Before we send, be sure you’ve added a billing contact to your customer organization. Once again we navigate to the organization profile and invoice settings. And add the billing name and email.
Our invoice is now ready. We can preview it before sending from the action menu here on the top right side. We can see our address and payment instructions.
When you’re ready, hit send. The invoice will be sent to our billing contacts email.
When you receive the payment from your customer you can mark it as paid in OneDesk. As well, from our financial grid view we can see all our invoices, sort, filter, or group to keep track of which payments are overdue, and more.
If you have any questions, check out our knowledge base or reach out to support via live chat or at support@onedesk.com Thank you!