How to create an invoice as part of a project

This article explains how to create an invoice in FreeAgent as part of a project.

There are several different ways to create an invoice in FreeAgent.

Creating an invoice from the project

Navigate to the ‘Work’ tab at the top of the screen and select ‘Projects’ from the drop down menu.

Select the project you’d like to create an invoice for.

From the project summary screen, select ‘Add New’ in the top-right and choose ‘Invoice’ from the drop down menu.

To include unbilled items on your invoice from other projects you’ve set up for that customer, select ‘Include additional projects’ and select the projects you want to include.

Including unbilled project items

You can include unbilled time, expenses or estimates on your invoice and choose how you’d like to group them.

Time

To include timeslips that you've created for this project and haven't yet billed to your customer, select the relevant option from the ‘Include Unbilled Items’ drop-down menu.

You can choose to list each timeslip individually, group the timeslips by task or by date. Please note that only billable tasks will be added to your invoices, un-billable tasks won't be included. If you don’t want to include time on the next invoice, select ‘Don't include timeslips’.

If you’re including unbilled items from additional projects on your invoice, the un-billed timeslips will first appear grouped by project, then by the option you select.

Expenses

To include expenses that you've incurred for this project and haven't yet billed to your customer, select the relevant option from the ‘Include Expenses’ drop-down menu.

You can choose to include each expense on a separate line or to include all expenses on one line on the invoice. If you don’t want to include any expenses on the invoice, select ‘Don’t include expenses’ from the drop down menu.

Including them on separate lines will add each expense as a separate invoice item. Including them all on one line will group together all expenses as one line item and all mileage claims (with the same mileage rate) as another line item. If you’re including unbilled items from additional projects on your invoice, the unbilled expenses will first appear grouped by project, then by the option you select.

Estimates

To include any estimates that you've sent to your customer, select the relevant option from the ‘Include Estimates’ drop-down menu.

Please note that only estimates that have been marked as sent and estimates that have been approved, will be included. Estimates that have been converted to invoices, estimates which are in ‘Draft’ status or estimates which have been rejected, won’t be included. Additionally, estimates relating to a project that's in a foreign currency won’t be included on the invoice.

If you’re including unbilled items from additional projects on your invoice, the unbilled estimates will first appear grouped by project, then by the option you select.

Invoice details

FreeAgent will automatically populate the invoice reference depending on whether you’ve selected the referencing to be project-level or not. If you did, this will overwrite contact-level referencing or global referencing.

Enter the date of the invoice, payment terms, currency and enter any additional text that you’d like to display on the invoice.

PO reference

In the ‘More Options’ section, you can enter a PO reference for this particular invoice which will override any PO reference you’ve set for the project. You can also check the box to display the project's name under the ‘Other Information’ section on the invoice.

Once you've entered all of the relevant details for the invoice, select ‘Create New Invoice’ at the bottom of the screen to complete the process.