How Do I Review Invoices?

You can review and finalize your invoice at a basic level with a few mouse-clicks or at an advanced level with all the details. Please read the desired sections.

Basic Review

To review your invoices:

1. Open the Invoice Review screen from the Billing menu.
2. The top panel of the Invoice Review screen provides various filters for selective viewing of the invoices. For now, do not apply any filter and click Refresh.

If you created a draft invoice, check the ‘Draft’ Invoice Status and then refresh the screen.

3. In the grid, select an invoice by checking the box on the left.
4. Review or edit the invoices, if required, and then finalize them by clicking the appropriate option:

1. • Email to email the invoice as a PDF attachment
   • Print to preview the selected invoice in the Report Viewer
   • Print to print the invoice in the Report Viewer
   • Options-Post to post the invoice

In the Client and Project profiles, you can set BillQuick Online to email project invoices to a client.

Advanced Review

To use additional options:

1. Click Options and select Field Chooser to display all the relevant columns in the grid.
2. Click More to open the collapsible filter panel and apply more filters for selective viewing of invoices.
3. To display the draft invoices, check the ‘Draft’ Invoice Status. The draft invoices will appear in <> brackets.
4. Apply any other Invoice Status by checking that box and then click Refresh to display the invoices.
5. Click the Calculate Late Fee link to calculate late fee on the outstanding invoice balance based on the date specified in the ‘Calculate Late Fee Up To’ field. This creates a late fee invoice.
6. Click  on the grid to change the Invoice Template temporarily when reissuing an invoice to a client or when reviewing various invoice layouts with live data.
7. BillQuick Online allows you to attach files and web links with the invoices by clicking Attachments. For example, you might want to attach reports, bills, receipts or any other document to the invoice. You can choose to Add New file to the invoice or Select Existing linked file.
8. Click Options and choose Details to view the details of the selected invoice. From the Invoice Details screen, you can also review the Time and Expense details associated with it by clicking those options.

9. Back on the Invoice Review screen, click Action and choose Reverse (or Void) to reverse/delete (or void) an invoice.

To add a memo:

1. Click Options and select Memo to add a memo.
2. Click Save and then Close.
3. You can also add an invoice-related note by clicking Notes in the grid.
4. Click Save and then Return.

To submit invoices:

1. Select an invoice (or invoices) in the grid.
2. Click Action and then choose Submit to submit them to the desired person.
3. The S field indicates the Submit-Approve status of an invoice by an icon:
   
   [blank] Not submitted    Submitted    Forwarded    Approved    Rejected
4. When you have finished, click Update and then Close.