Invoices

Use the Billing application to generate invoices based on the labor, expenses, and fees charged to a project or billing group. The elements included on an invoice depend on the settings that you specify in Billing Terms and in Billing Session options. To alter the standard Deltek formatting of an invoice, you create your own format in the Invoice Template Editor.

Invoice Addresses

You specify the default billing client for a project in the Billing Client field in the Projects hub. In the Firms hub, you can enter multiple addresses for one client and specify which address should be used for billing purposes.

You can override these defaults in Billing Terms. If you update these fields on the Billing Terms form, the information is also updated in the Projects hub.

You specify the invoice addresses in the Invoice Addressee field on the Billing Session options dialog box. If you select the Address 1 of Billing Clients Billing Address option, ensure that the correct name is entered in the Address 1 field on the General tab of each billing client's Firms hub record.

Invoice Numbers

If the Print Assigned Invoice Number option is selected on the Billing Setup form and an invoice number is pre-assigned, then the assigned invoice number prints in the Invoice Block, on subsequent page headers of the invoice, and on the Billing Backup report when draft invoices are generated from Interactive or Batch Billing. The invoice number prints if the project and invoice number are printed on separate lines or combined into one line.

If you edit an invoice in a third-party software application, then the assigned invoice number also displays on the invoice in that third-party application.

Invoice numbers print on draft invoices when the Print Assigned Invoice Number option is selected. The <Draft> indicator still prints in the Invoice Block. When you generate final invoices in Deltek, Deltek removes the text <Draft> at the time of final invoice accept. However, for an invoice edited outside of Deltek, you must manually delete the text <Draft> before you print your final invoices.

Effective Dates for Billing and Cost Rates

You use effective dates for billing and cost rates to establish a schedule of rates at which employee labor is billed and costed throughout the course of a project.

If a project's billing rate is derived from a billing labor rate table (a billing labor rate table is selected in the project's billing terms), the date of the transaction affects the billing rate. This applies to transactions entered through Transaction Entry, via a Billing Labor Insert, or via a Billing Labor Transfer. Deltek compares the transaction date with the Effective Date entered in the billing labor rate table to determine which billing rate is used to calculate the amount to be billed on the invoice.