In order to create an invoice, go to and select the client for whom you want to create the invoice. If a client is already selected in the Projects view, the New Invoice window will have that client selected by default.
Once you select a client, you can start adding items to the invoice by using the button. This is recommended if you don't need to create project invoices. By project invoice we mean an invoice that bills a project.
If a client has billable projects, Fanurio will display the Add Project Items window to let you choose the project items (tasks, expenses, trips and products) that you want to add to the invoice. You can use the and buttons to manage the list of project items that belong to the invoice. When you delete a project item from an invoice, it is only removed from the invoice, it is not deleted from the project.
Having to type a number for each invoice you create can be a very annoying experience not only because you have to type it but because you have to look for the number of the previous invoice. Fanurio automates this task by offering automatic invoice numbering. Go to the to enable it.
Invoices can be numbered globally or per client. If you use global numbering, the invoice counter will be incremented with each invoice that you create. But you can also number invoices for each client separately. If this option is enabled, the invoice counter of each client is incremented only when an invoice is created for them.
You can also define a format for the invoice number that can include besides the counter, the client code, the client name, the year or the date. For instance, if you have to create five invoices for two clients ABC and XYZ and the invoice number format is client code+counter, here's how they would be numbered:
-
global numbering: ABC001, ABC002, XYZ003, ABC004, XYZ005
-
per client numbering: ABC001, ABC002, XYZ001, ABC003, XYZ002
Every invoice has a base currency that is specified when the invoice created. If the invoice items use a different currency, you have to enter exchange rates for each currency different from the base currency. Exchange rates can only be entered manually.
Let's consider the following example to understand when this can be helpful. You have a business based in Germany that does business with clients from across the EU and the USA. European clients are billed in Euros while American clients are billed in US dollars. When working with US clients, you still record expenses in Euros but in the end you have to bill them in US dollars.
With Fanurio you can discount service items or you can discount the total invoice value. In either case, invoices can show both the discounted values and the regular ones. Discounts can be specified as a percentage or as a fixed value. Below we'll show you how discounts can be used to create more accurate invoices.
Note: If you want to customize the invoice template to display discount information, take a look at the placeholders available for items and invoices.
Making a discount for the entire invoice is easy. When you create an invoice, just specify a discount for the total invoice value as a percentage or as a fixed sum.
Let's say that the total invoice value (before taxes) is $1,330.00 and you want to round it to $1,300.00. In this case, you apply a fixed discount of $30.00 and the invoiced value will be $1,300.00. The discount is not taxed if taxes apply to the invoice.
The total invoice discount makes sense when you need to discount the entire invoice but not if you want to discount only certain items. You may want to lower your rate or you may want to bill less work (hours or units). Let's see a few discount examples and how they can help you.
Example 3.10. Bill using a lower rate
You may want to offer introductory rates to first time clients. Let's say that you charge $100 for a service but this time you want to charge $80. When you create an item to record work for that service, just discount its rate using a fixed discount of $20. You could also use a percentage discount of 20% to get the same result.
Example 3.11. Bill less work
If you agreed to 10 hours for a service but it took you 12.5 hours then you can discount them to match the initial agreement. Just apply a fixed discount of 2.5 hours and you'll only bill 10 hours. On the invoice, you can show that it took you 12.5 hours but you only billed 10 hours.
Example 3.12. Don't bill work
Another situation is when you are offering a service that should be included on the invoice but should not be charged. In this case, create an item and discount its units (hours) by 100%. The total invoiced value for such an item will be zero.
Once you have one or more discounted items, you can easily see which ones are discounted. Discounted items have a red corner in the items table. Just move the mouse over them (don't click, just keep it over) to see more details.
Sometimes an invoice will never be paid because the client refuses to do so or because it goes out of business. To handle cases like these when you know an invoice will never be paid by the client, you can just cancel it. Please note that only unpaid invoices can be cancelled. You can also cancel partially paid invoices.
Once cancelled, you can used the filters above the invoices table to show or hide them. Use the Status filter and select Not Paid or Overdue. Then you can filter invoices by their Cancelled status.
If you want to view, export or email an invoice, you will need to use an invoice template. Templates specify the visual design and content of an invoice document.
Since most business have different requirements when it comes to the layout of their invoices, Fanurio has a very powerful template engine that can handle many file formats (HTML, Microsoft Word, OpenDocument Text, XML, plain text). If you already create your invoices in one of these formats, it's very likely that they can be easily transformed into templates for Fanurio.
We've created a separate guide just for templates. To get started, you only need to read the introduction.
Fanurio can export invoices to various formats depending on what type of template you are using. By default, Fanurio comes with an .html template that can be used to export invoices to .html and .pdf.
To export an invoice, go to the Invoices view, select the invoice you want to export and then click the Export button.
You can send invoices by email to your clients right from Fanurio. Just go to the Invoices view, select the invoice you want to email and then click the Email button.
You can send invoices by email if the following conditions are met:
-
The email feature is enabled and configured correctly
-
You entered your email address in the Contact section from . You need to do this so that the email is sent on your behalf.
-
You entered an email address for the client.
To learn more about your invoices, go to the Invoices view and use the filters above the table. The table will display only those invoices that match the selected filters. Invoices can be filtered by:
-
status: paid, unpaid or overdue,
-
cancelled: yes or no,
-
date (creation),
-
date (paid),
-
reference (purchase order),
-
number or
-
client.
Once you set these filters, the table footer will display totals for:
-
balance (how much money you must receive),
-
total (how much money the invoices are before taxes) and
-
taxes (total tax money charged to your clients if you use taxes).
For instance, you could use these filters to see all overdue invoices issued this year for a certain client. The table footer will help you see how much money the client owes you.
If you need to do extra calculations on the list of invoices, you can also export it to CSV or Excel from .
The previous section explains how you can filter or search the list of invoices so you can get a quick insight about your sales. However, if you need to use this information outside Fanurio you can either export the list of invoices as a CSV or Excel file or create a sales report. Sales reports are more flexible because they allow you to use a template to format data.
Go to to create a report for your invoices. Just like in the Invoices view, you can use several filters to specify which invoices should be included in the report:
-
Client indicates if you create the report for a specific client or for all clients.
-
Date specifies the date interval when invoices were issued.
-
Paid Date specifies when invoices were paid (if paid).
-
Status specifies whether invoices are paid or not.
Fanurio comes with a set of default templates that can be selected from the Template drop-down box:
-
Invoices shows the list of invoices sorted by date and displays totals at the bottom.
This template is useful if you need to create a statement for a client or if you simply need to list invoices chronologically.
-
Client Summary by Month displays totals by client and month.
This template is useful if you need to analyze sales by client and month.
-
Client Summary by Year displays totals by client and year.
This template is useful if you need to analyze sales by client and year.
-
Client Summary displays totals by client.
This template is useful if you need to analyze sales by client.
-
Invoices by Client is similar to Invoices except that it groups invoices by client and displays subtotals for each client.
This template is useful if you need to analyze sales by client.
-
Invoices by Month is similar to Invoices except that it groups invoices by month of billing (Date field) and displays subtotals for each month.
This template is useful if you need to analyze sales by month.
-
Invoices by Year is similar to Invoices except that it groups invoices by year of billing (Date field) and displays subtotals for each year.
This template is useful if you need to analyze sales by year.
-
Invoices by Month of Payment is similar to Invoices except that it groups invoices by month of payment (Paid Date field) and displays subtotals for each month.
This template is useful if you need to see how much money you've been paid each month.
-
Invoices by Year of Payment is similar to Invoices except that it groups invoices by year of payment (Paid Date field) and displays subtotals for each year.
This template is useful if you need to see how much money you've been paid each year over several years.
If you need to create your own templates, please see this section to learn what placeholders you can use.
|
Copyright © 2006-2015 Fanurio Time Tracking SRL |