Invoices

Invoices

Streamline invoice management with automated workflows, approval processes, and payment tracking.

Creating Invoices

Manual Invoice Creation

1. Go to Invoices → New Invoice
2. Fill in invoice details:
   • Contractor: Select from your contractors
   • Invoice Number: Auto-generated or custom
   • Amount: Invoice total
   • Currency: Defaults to contractor’s currency
   • Due Date: Payment deadline
   • Description: Work performed or items
   • Attachments: Upload invoice PDF or documents
3. Click Submit for Approval or Save as Draft

Contractor-Submitted Invoices

Contractors can submit invoices directly:

1. Contractor uploads invoice through their portal
2. Invoice appears in your Invoices page with status Pending Review
3. Review invoice details and attachments
4. Approve or reject with comments

Invoice Status

Track invoice progress:

• Draft: Invoice created but not submitted
• Pending Review: Awaiting initial review
• Pending Approval: Awaiting approval from authorized team member
• Approved: Invoice approved, ready for payment
• Paid: Payment processed
• Rejected: Invoice rejected with reason
• Cancelled: Invoice cancelled

Approval Workflows

Set up multi-level approval processes:

Basic Approval

1. Go to Organizations → Settings → Invoice Approvals
2. Enable Require Approval
3. Set approval rules:
   • Invoices over $X require approval
   • Specific roles can approve
4. Click Save

Multi-Level Approval

For larger organizations:

1. Enable Multi-Level Approval
2. Configure approval chain:
   • Level 1: Operations Manager (invoices up to $5,000)
   • Level 2: Finance Manager (invoices up to $25,000)
   • Level 3: CFO (invoices over $25,000)
3. Set approval timeouts and escalation rules

Approving Invoices

As an approver:

1. Go to Invoices → Pending Approval
2. Click on an invoice to review
3. Review:
   • Contractor details
   • Invoice amount and currency
   • Work description
   • Attached documents
4. Choose:
   • Approve: Invoice moves to next approval level or payment
   • Reject: Invoice returned to submitter with comments
   • Request Changes: Ask for modifications

Paying Invoices

Once approved:

1. Invoice status changes to Approved
2. Click Pay Invoice
3. Review payment details
4. Select payment method
5. Click Process Payment
6. Invoice status updates to Paid

Invoice Templates

Create templates for recurring invoices:

1. Go to Invoices → Templates
2. Click New Template
3. Configure:
   • Template name
   • Default amount
   • Description template
   • Approval workflow
4. Click Save

Use templates to quickly create similar invoices.

Bulk Invoice Processing

Process multiple invoices at once:

1. Go to Invoices → Bulk Actions
2. Select invoices to process
3. Choose action:
   • Approve selected
   • Pay selected
   • Export selected
4. Confirm action

Invoice Notifications

Automatic notifications for:

• Submitter: Invoice received, approved, rejected, or paid
• Approvers: New invoice awaiting approval
• Finance Team: Invoice approved and ready for payment
• Contractor: Invoice approved and payment processed

Reporting

Generate invoice reports:

1. Go to Invoices → Reports
2. Select report type:
   • Invoices by status
   • Invoices by contractor
   • Invoices by date range
   • Approval turnaround time
3. Export as CSV or PDF

Best Practices

• ✅ Set clear approval thresholds
• ✅ Require invoice attachments for verification
• ✅ Use templates for recurring work
• ✅ Set up automatic reminders for pending approvals
• ✅ Review and approve invoices promptly
• ✅ Keep invoice numbers sequential
• ✅ Archive paid invoices for tax purposes

Integration with Payments

Invoices integrate seamlessly with payments:

• Approved invoices automatically create payment records
• Payment status syncs with invoice status
• Payment receipts attached to invoice records
• Export combined invoice and payment data

Next Steps

• Set up approval workflows
• Process your first payment
• Configure team permissions