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In WorkBook an invoice is created via the jobs module.

ON THIS PAGE YOU WILL FIND:

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INVOICE STRUCTURE

The invoice breakdown structure within WorkBook is fixed. An invoice must contain at least one phase.

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LEVEL

DEFINITION

Invoice

An Invoice on a job

Phase

A phase is used to group together multiple lines

Lines

The item you’re charging for that has an activity associated with it + the number of hours for the activity or the purchase price for 3rd party activities

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INVOICE NAVIGATION

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NUMBER

FUNCTIONALITY

1

The invoice options menu includes:

  • Create a new invoice

As well as ‘copy from’ functions:

  • Copy price quote to the current invoice

  • Copy schedule to invoice

  • In total excl. GST

  • Copy invoice from another job

  • Copy price quote billing plan to invoice

  • Split media costs on two invoice lines

You can also:

  • Edit basic settings, including invoice currency, payment terms, payment method, and due date

2

These invoice tabs relate to the information for this particular invoice.

  • Header: Create, duplicate and delete invoices here as well as add a client facing description

  • Phases: Add/amend

  • Lines: View/amend lines

  • Comments: Add terms or specific notes to an invoice

  • Approval: See completed approvals or approvals awaiting action

  • Chat: Collaborate with colleagues on the invoice

3

If you have more than one invoice on a job, use the drop down to change between them

4

Opens an invoice list

5

You can access the job properties sidebar from the invoice

6

Print and layout settings allow you to set the format of your invoice

7

View and change the invoice status, this will trigger approval notifications according to your agreed process

8

Icons that allow you to create, duplicate and delete invoices 

9

Approval icons allow you to submit an invoice for approval or cancel an approval 

10

Icon allows you to finalise an invoice - this will take it out of draft mode and add an invoice number

Note: Finalised invoices cannot be deleted.

11

Mark as printed icon allows you to manually mark the invoice as printed/not printed

12

The currency icon allows you to change the sale currency from the client’s default currency 

13

Icon allows you to set the invoice payment status to paid

14

Footer is consistent across tabs so you can see invoice information as you move around 

Info

Account Receivable (Receiver Debtor) and Delivery Debtor

The Delivery Debtor can be in a different country or location to the Receivable Debtor, and have a different GST / VAT / Tax rate applied. It is the delivery debtor that decides the tax on a sales invoice.

The delivery debtor can always be chosen manually, or there can be a default delivery debtor set on the job.

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INVOICE PAYMENT METHODS

Invoice payment methods are the payment details that appear on your invoice, so the client knows how to pay you e.g. bank transfer details.

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