Invoices

Overview

The Invoices screen is the main billing center of Core. Irrespective of the billing method chosen, billing information of all active projects, including their approved, un-billed time and expenses, flows to this screen. It allows you to implement billing decisions and process invoices for the clients and their projects.

 

The Invoices screen is an interactive invoice register where you can create as well as view all types of invoices. It allows you to manage and review existing draft, final and voided invoices. Besides the entries made for accounts receivable in General Journal and other registers, it is the location for all A/R debit transactions. Here you can perform a review of what can be invoiced and then bill it. The review process consists of a combination of generating reports for distribution and reviewing the eligible records based on a billing session. Click to watch this video on managing invoices in Core.

 

 

Core allows you to create invoices in two ways:

 

  • Manual Billing

  • Batch Billing

  • Split Billing

 

You can also have BQE Software create custom invoices for your company and add them to your Core database. Then you can select them as your default template instead of the standard ones available.

 

Core supports concurrent billing, that is, multiple people can do billing at the same time. When billing, the related time and expense entries are locked, as indicated by the dark gray bar on the left in the time and expense entry screens. You can edit these locked entries but not their hours, rates or taxes. This ensures that the value of billed entries is the same as that invoiced. You are able to view time and expense entries associated with invoices in the detail mode.

 

The invoice rows are color-coded. They display a colored bar on the left: blue indicating a posted invoice.

 

If you follow a submit-approve workflow in your company for billing, you must familiarize yourself with the icons used to indicate different workflow status in Core.

 

Icon

Status

Forwarded

Submitted

Approved

Rejected

 

Note: You can get a visual overview of this feature in Core from the Accounts Receivable flowchart. Check out some of the invoice samples here.

 

Click here to see the field descriptions.

Basic Tasks

Create Manual Invoices

 

Create Batch Invoices

 

Edit Invoices

Advanced Tasks

Enter Historical Invoices

 

Process Split Invoices

 

Apply Retainers on Invoices

 

Batch Update Billing Records

 

Combine Invoices

 

Write Up or Write Down Time

 

Reset Write-Up/Write-Down

 

Exclude Time and Expense Entries

 

Apply Discounts

 

Create Percent Complete Invoices

 

Add Payments

 

Memorize Invoices

 

Clone Invoices

 

Add Memos

 

Change Invoice Templates

 

Preview Invoices

 

Add Documents

 

Add Notes

 

Add Custom Fields

 

Send Invoices

 

Email Invoices

 

Submit Invoices

  1.  

Approve Invoices

 

Post Invoices

 

Change Online Payment Account

 

Process Late Fee

 

Finalize Draft Invoices

 

Export Invoices to LEDES

 

View Journal

 

Void Invoices

 

Delete Invoices

 

Show/Hide Columns in Grid

 

Export Invoices

 

View Collections

 

Apply Filters

 

Mark Screen as Favorite