Planned invoices schedule when you bill a project and how much. Use them for down payments and milestones, so you see upcoming invoices in advance and no date is missed.
Required rights: Admin or individual project rights with the right to invoice the project
Create a planned invoice
Open the project, switch to Invoicing and click + next to Planned invoices, or New → Planned invoice…. Set:
- Billing mode: Time & material or Fixed amount. With time and material, the amount stays variable until the billing period is over, because time can still be tracked. It shows the current value.
- Billing period and Planned invoice date.
- Note, for example the name of the milestone.
Click Create.
Down payments are planned invoices with a fixed amount. For a fixed-price project, plan one for each milestone, for example 30 % after the analysis and 35 % each after the concept and the go-live.
Status
| Status | Meaning |
|---|---|
| Pending | The planned invoice is not approved yet. |
| Approved | The project manager or accountant knows the invoice can be billed. |
| Invoiced | An invoice was created from it. |
Click the status of a pending planned invoice to approve it. An exclamation mark next to the date shows that a planned invoice is overdue: its date is in the past and no invoice has been created yet.
Click a planned invoice to edit it. Edit planned invoice shows whether it is waiting for approval, has a Comment field and a History of all changes.
Move planned invoices
To shift several planned invoices at once, click the Replan invoices icon next to Planned invoices. Select the planned invoices with the check boxes and click Replan. In Replan invoices, choose by how many days, weeks or months to move them, add a Note if you like and click Confirm.
Bill a planned invoice
Open the … menu of the planned invoice and choose Create invoice. Aerion fills in the billing mode, the amount and the note. Check the billing period and click Create. The planned invoice is then marked as Invoiced.
Related
- Invoice a project: all settings of an invoice.
- Budget and hourly rates: fixed price or time and material.