🕰️ Est. Time: 10 minutes

🎯 Goal: Ensure a consistent and efficient quoting process

🔑 Requirements: Access to view and edit jobs

A clear invoicing process ensures that payments are received on time, cash flow remains steady, and projects stay financially on track. Whether invoicing upfront, in stages, or on completion, having a structured workflow helps avoid confusion and delays. This guide covers key considerations for setting up, sending, and tracking invoices.

🔑 When should invoices be created in your workflow?
Should invoices be generated at project completion, key milestones, or upfront as a deposit? Do retainers and one-off projects follow different rules?

🔑 How should invoices be structured for accuracy and efficiency?
Should invoices be based on planned work, actual time and expenses logged, or agreed quotes? How should scope changes be handled?

➕ Do you need to invoice in stages?
Should invoices be split by project phase or milestones? Do you need to invoice in instalments or cover a set date range?

➕ Should staged invoices reference previous amounts?
Should invoices show previously invoiced totals? Do clients need a breakdown of past payments?

➕ Do you need a cost breakdown or just a total amount?
Should invoices show itemised services, hours, and expenses, or is a single total sufficient?

🔑 What’s the process for sending invoices at the right time?
If invoices are created upfront, how do you ensure they’re sent at the right milestone? Do they require review before sending?

🔑 Who is responsible for creating invoices?
Should invoices be created by project managers, finance teams, or automatically based on completed work?

🔑 Do invoices need internal approval before sending?
Should invoices be reviewed internally? Are approvals required for specific amounts or clients?

🔑 Who is responsible for sending invoices?
Should account managers, finance teams, or automated systems send invoices? Should certain clients have designated contacts?

➕ Do invoices require client approval before being finalised?
Should invoices be sent as drafts for client review before being formally issued?

🔑 How should invoice and credit note numbers be structured?
Should numbering follow a format (e.g., year + job number)? Should credit notes link directly to original invoices?

🔑 What key details must be included, such as PO numbers?
Should invoices reference a purchase order, contract, or project ID? Do different clients require different details?

➕ Should invoices be categorised by type, service, or status?
Should labels help track invoices, such as "Retainer," "Milestone," or "Final Payment"?

➕ Should the default invoice email be customised?
Should the email include personalised client details, payment instructions, or attachments?

➕ How should invoices look and feel?
Should invoices reflect your brand? Do clients require a specific format, such as PDF or CSV?

🔑 How should invoice dates be set, and what’s their impact?
Should dates reflect project start, completion, or delivery? Do clients require specific due dates?

🔑 What level of detail is needed in invoice terms?
Should invoices outline payment schedules, instalments, or late fees? Are legal terms required?

➕ How will you verify the correct account codes, taxes, and payment terms have been applied to invoices?
Should finance teams review invoices before sending? Do different clients or regions require specific tax rules?

🔑 How will overdue invoices be tracked?
Should invoice statuses update manually or automatically? Should overdue invoices trigger alerts or reminders?

🔑 When should invoice statuses be updated?
Should status changes occur when an invoice is created, sent, approved, or paid? Should part-payments be tracked?

➕ Do you need to track different invoice types?
Should invoices be categorised by project type, department, or client?

🔑 When should invoices be pushed to the accountancy package?
Should invoices sync with accounting software when created, approved, or paid?

🔑 Should credit notes always link to the original invoice?
Should credit notes reference specific invoices? Should refunds or adjustments be handled differently?

🔑 Is approval needed before issuing a credit note?
Should credit notes be reviewed before being applied?

🔑 How will payments be recorded against invoices?
Should payments be marked manually or automatically when received? Should part-payments update the invoice balance?

What are the key trends you need to monitor across invoices? Should different teams or roles have their own reporting views? Do you need to track overdue invoices, or identify patterns across different clients?

Below are some of the mostly commonly used views.