Setting up invoice groups

An invoice group is a grouping of phases for a project so as to create multiple invoices for the project. You use invoice groups to invoice additional services separately, or to invoice multiple clients for a project.

You can add an invoice group for each invoice that you want to produce for the project.

To set up invoice groups

  1. With the project open, in the project tree on the left of the window, click the name of the project.
  2. Click the New Invoice Group button. An invoice group is added to the project tree.
  3. Define the invoice group by entering information for it on the right of the window in the Invoice subtab of the Project Info tab. If any of the information for the invoice group needs to be different from that of the project, you can change it.

Invoice examples:

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Invoice group description

You can name invoice groups to more easily identify invoices on the Client Invoice List window. These invoice group names appear in the Invoice Group column of the Client Invoice List window (if you select to display that column by using [Customize]).

To name the invoice group, type the name in this field. You can also highlight Invoice Group in the project tree, and type the new name there.

Client

Identify the client who is invoiced for services. To change the client, click .

Invoice format

To select an invoice format, click . The options that appear depend on the invoice formats you set up.

Email Invoice Template To select an email invoice template, click . The options that appear depend on the email invoice templates you set up.

Billing manager

Identify the person responsible for billing. Enter it by clicking . When setting up invoice formats, you can choose to print this name in the signature area of the invoice. 

Billing contact

Identify the contact for the client that handles billing issues. To enter it, click .

If the billing contact has an address on record, that address prints on the invoice. Otherwise, the client's address prints on the invoice.

Note: On the Invoice Format window, you choose if or where you want to print the billing contact's name on the invoice.

Header text

Enter text that you want to print on the invoice below the client mailing address. You can reenter header text from the Company Preferences window by right-clicking and clicking Refresh header text.

If you entered header text on the Billing tab of the Company Preferences window, that text appears in this field and prints on client invoices for all projects, unless you change it here for this project.

You can also change header text for a specific invoice on the Text & Amounts tab of the Client Invoice window.

Either type the text or click . If you do not want the text to wrap to the second line on the invoice, press the Enter key where you want the first line to end.

Note:
  • If the header text is longer than two full lines on the invoice, the fold line on the invoice becomes misaligned with the address window on the envelope.
  • Header text prints on invoices only if the Print project text check box is selected on the Invoice Format window.

Footer text

Enter text that prints on the last page only of the invoice above the page footer. You may choose to use it to print a holiday greeting or contract information. You can reenter footer text from the Company Preferences window by right-clicking and clicking Refresh footer text.

If you entered footer text on the Billing tab of the Company Preferences window, that text appears in this field and prints on client invoices for all projects, unless you change it here for this project.

You can also change footer text for a specific invoice on the Text & Amounts tab of the Client Invoice window.

Either type the text or click . There is no length limit.

Scope

Enter the description of work to be performed for the project.

Either type the text or click .

Note: On the General tab of the Invoice Format window, you determine where to print the scope text.

  1. Add, reorganize, copy, and delete phases and invoice groups until you have the project work breakdown structure exactly the way you want it.
  2. If Upload Attachments is turned on, check the Print backup attachments with invoice check box to have all backup attachments automatically selected to print with the invoice.
  3. If Upload Attachments is turned on, check the Include backup attachments when emailing invoices check box to include marked invoice backups in the PDF when emailing final invoices.
  4. Click Save.