You want to learn the ins and outs of invoicing in Streamtime? You're in the right place. Our flexible invoicing system is designed to adapt to your preferred methods, making it straightforward to create and send invoices that suit your unique business style. In this help document, we'll walk you through the basics and share some useful tips to make invoicing as simple as possible.

In Streamtime, there are three methods for creating an invoice, offering flexibility to fit your needs:

Each option is designed to help you invoice your clients in a manner that suits both you and them. No matter which method you choose, it all begins the same way. Simply head to the job you want to invoice and click "Invoice" from the Create menu in the top right of the job.

Typically, when you and your client agree on a fixed price for the job, creating an invoice By Job or Quote Plan is the preferred method. Here's how to accomplish this:

From the Create Invoice screen, select "Use This Job Plan" or "Use Quote." If you've issued multiple quotes, choose the correct one from the dropdown.

You'll see your job plan laid out with all its phases and line items.

Next to each phase or line item, you'll find two columns and a checkbox:

At the bottom of the page, you'll find a convenient summary that displays the total amount invoiced thus far, as well as the overall quote total. On the opposite side, you'll see the total amount for this specific invoice and the remaining balance after its creation. This clear breakdown ensures you're always informed about your financial transactions with us! 🌟💼

You can also set up instalments and multiple invoices at this point.

Select the items and percentages you need and click "Create 1 invoice."

After clicking "Create 1 invoice," you'll be taken to the invoice edit screen.

When there isn't a fixed fee agreement for a job, it's best to create an invoice using Time and Expenses. This method gathers all the time entries and expenses logged on a job and organises them into an invoice. Here's how to do it:

First, from the Create Invoice screen, choose "Use Time & Expenses."

You'll now see a screen displaying all the time entries, expenses, and purchase orders. Set the date range and item grouping using the dropdowns at the top.

At the bottom, you'll find a convenient summary that highlights the total amount invoiced to date, as well as the grand quote total. On the other side, you'll see the specifics of this invoice's total and the remaining balance after invoice creation. This transparent overview keeps you informed and up-to-date regarding your financial dealings with this job

Next, select the items you want to invoice using the checkboxes, and then click "Create 1 invoice."

After clicking "Create 1 invoice," you'll be taken to the invoice edit screen – a perfect place to fine-tune your invoice before sending it off!

Of course, you can always create a completely custom invoice! Simply click on "... or create a blank invoice," and you'll be taken directly to the invoice edit screen.

The invoice edit screen is your go-to place for making all those essential tweaks to your invoice!

On the right-hand side, you'll find three tabs: Display, Language, and History.

The Display tab lets you decide what appears on the invoice. Use the checkboxes to show or hide elements like Payment details, Descriptions, and Subtotals. Plus, you can add labels and set the currency, taxes and payment terms in this tab.
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In the Language tab, you can rename specific headers. Keep in mind that changing a heading here will apply to all future invoices. You can also edit the invoice email sent by Streamtime when you send it to the client. Options to edit the email message, terms and conditions, and payment details for all invoices are available – remember that any changes made here will affect all future invoices.
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The History tab serves as your comprehensive record for everything related to this invoice. Here, you'll see crucial events like the invoice being sent, paid, and edited. It even displays who performed those actions and when they were completed.
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In the main panel, you'll find a preview of your invoice – crafted just for you!

Anything you see greyed out will not be shown on the client's invoice. You can change this in the display tab on the right.

At the top, you have the power to edit details like Contact, Issue Date, Due Date, and Reference.

The following section lets you fine-tune your job title and line items. This is where you can modify elements such as the item name, description, accounting and tax details, quantity, rate, and total.

To add line items to your invoice, simply click the grey ✚ icon, which opens up a menu allowing you to select what you want to include. You can choose from options like a heading, an item directly from your job (including expenses assigned to this job), an item or expense from your master lists, or even a blank item.

Merge and reorder line items using the buttons at the top – for more details, click here.

In the subsequent section, you'll find the summary, where you can view your subtotal, instalment percentage, discount, taxes, and of course, the invoice total. As most of these fields are autogenerated, you can only edit the discount field.

The last section focuses on terms and conditions. Keep in mind that any changes made to the terms and conditions here will apply exclusively to this invoice.

Once you're delighted with your invoice, hit the Preview and Send button at the top to proceed to the Preview and Send screen. Get ready to impress your clients with a polished and professional invoice!

The grand finale is the Preview and Send screen, where you'll see your invoice exactly as your client will!

On the right, we present three tabs once more: Send Invoice, Style, and History.

At the top, you can return to the Edit Invoice screen by clicking Edit, Record Payment, or Copy to your accounting app.
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Download a PDF of your invoice by clicking the download icon ⬇️.
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Get ready to amaze your clients with an impeccable invoice!

If you're not using Custom Templates as your solution, you're welcome to use a selection of provided templates to help design your commercial documents in line with your brand. The provided templates are not only free, but also editable to suit your business requirements.

Once you've finished customising your quote or invoice and it's good to go, it's time to send it off to your client.

We designed Streamtime to be fully adaptable to your business needs. Regardless of how you prefer to invoice your clients or their unique invoicing preferences, Streamtime is here to cater to you or them!

Eager to send a one-off invoice before or after the job? No worries! Any of our invoicing methods will do the trick for you.

Have a client on retainer or one who prefers to be billed for all completed work at month's end? No problem! Simply use the Time and Expenses method and generate your invoice at the end of the period.

Absolutely, you can invoice in instalments! This option is available through the By Quote or Job Plan method.

To set up instalments, follow these simple steps when you reach the Create Invoice from a Quote/Invoice Screen:

You'll then be taken back to the job page. To view your invoices:

Occasionally, you might need to send an invoice for a miscellaneous expense or something similar. Don't worry, there are a couple of ways to handle this!

You can use the Time and Expenses method and select the line items or expense you want to invoice.

Alternatively, opt for the From Scratch method and create a custom invoice tailored to your needs.

Let's take a moment to dissect your stunning invoice!

At the top, you'll find the header, which includes vital information such as your Invoice Number, Issue Date, and most importantly, the Due Date. The header also displays your client's details, job name, and your own details.

The following section comprises the invoice's line items – your Items and Expenses. 📝 You can choose which details are shown here in the Invoice Edit Screen.

After that, we have the Invoice Summary, showcasing elements like the subtotal, instalment amount, tax, discount, and of course, the invoice total. 💰

Next you'll see the Payment and Previous Invoices summary just below. 🔢 This can be turned off in the Display Tab in the Invoice Edit Screen.

Finally, your invoice terms and conditions will be displayed at the bottom. ⚖️ You can edit these in Invoice Edit Screen.

Enjoy your beautifully crafted invoice! 🎉

Now that you've crafted all these fantastic invoices let's discuss how to find them in Streamtime later on!

To effortlessly search for invoices, make use of the Search Tool. Just give the 🔍 a click in the top-left corner or utilize the shortcut Ctrl-K and tweak the settings to hunt for invoices.

On the Jumbotron, simply click "Invoiced" to display a list of all invoices associated with that specific job. This makes it super easy to view and manage your invoices for each job! 🌟📋

Time to record a payment? 🎉 Make your way to the invoice and open the Preview and Send screen. Hit "Record Payment," and you'll see a dialog pop-up, asking for the Payment Date, Amount, and account app details. Simple and efficient – that's how we roll!

In conclusion, Streamtime offers a superb range of invoicing options, allowing businesses to invoice their clients according to their unique needs. With Streamtime, you have the flexibility to create customised invoices that genuinely reflect your brand and cater to your specific requirements.

But that's not all! If you ever have any questions or need assistance with invoicing-related tasks, don't hesitate to reach out to Streamtime's dedicated customer success team. They're always ready to help and ensure that your invoicing experience is smooth and efficient.

So go ahead, make the most of Streamtime's invoicing versatility and let us support you in growing your business. We're here for you every step of the way!