Your invoice setup can be tailored with runs and periods, offering you the ability to configure your invoice as needed. The end of an existing run period is determined by the start of the subsequent one hence, it’s essential to establish at least one future run period to finalise the current one.
Create an invoice run
Click Settings, then select Finance.
Click Invoice, then select Runs.
Click the plus button, then input a description and instructions.
Use the drop-down menus to choose the relevant details.
Click save.
Make invoices accessible by the branch
You might also need to make this invoice run accessible by the branch.
To do this, follow these steps:
Click settings.
Hover over other, then click company.
From the QuickLinks, select branches.
Select the relevant branch, then under filters select Invoice runs.
Check the box for any invoice runs you want to be available for this branch.
Click save.
Create a invoice period
After creating your run, you can establish your invoice periods. Each period is based on the start date, so if you enter 1 January and 1 February, you create one period: 1-31 January.
Click settings, then finance.
Click Invoice, then runs.
Click into the relevant run.
Under QuickLinks, select Periods.
Under QuickLinks, choose Wizard.
Add the new periods either manually via the plus icon or by using the wizard in the quick links.
Add the relevant information. Check out our handy table for what each field means.
Click save.
Field | Explanation and necessary actions |
Start date | The date the periods are to begin from. |
Interval | The unit of time between periods. |
Interval count | How many intervals each period has. |
Instances | How many periods to create. |
IDs | Add any period ID references you may have. Enter zero if not required. |
Forecasted hours | Enter zero. |
Forecasted value | Enter zero. |
Automatic invoice run
You can set your invoice to automatically generate and accept after the close of a period, freeing you to focus on other tasks.
These settings are based on your individual invoice runs, so you have complete control over which runs you set and which you don’t.
To set up automatic invoice runs follow these steps.
Click Settings, then select Finance.
Click Invoice, then select Runs.
Use the arrow to select the relevant invoice run.
Click the Auto Accept Invoice tab.
Select your automatic setting.
Click Save.
Automatic settings
Once you've navigated to the invoice run, there are two automatic settings that you can use to fine-tune what you'd like to generate and accept.
Field | Description |
Prevent Revert to 'Regenerate' | If you edit a shift or visit after the invoice is generated, the invoice normally reverts to Regenerate status. Selecting this option prevents the change from being applied. It also lets you specify how long after the period ends the rule applies. Enter zero to apply it immediately. |
Auto Generate after invoice Period End Date | This option schedules invoice to be generated automatically after the period ends. Enter the number of days to delay generation. For example, entering 5 runs invoice five days after the period end. This gives you time to correct or book any outstanding shifts or visits before invoice is created. |