How Do I Create Manual Invoices?

You can create your manual 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 Billing

To create and process a manual invoice:

1. Open Manual Invoice screen from the Billing menu.

2. Click New to create a new manual invoice.

3. Select a Project ID from the list. The related billing address is automatically displayed (click Show Bill To to view or edit it).

4. BillQuick Online automatically assigns an invoice number to it. If you want to edit it, click the field and enter another number. (BillQuick Online does not allow duplicate invoice numbers.)

5. In the Invoice Date fields, enter or select the month, day and four-digit year from the drop-down calendar. The date defaults to today (the system date on your computer).

6. Enter an activity or expense Item in the Item column. BillQuick Online automatically displays the item’s Description. You can edit it, if desired.

7. Accept or change the values for Units (activity hours or expense units) and Rate. It automatically calculates the Amount. All calculations are done in real time. Note the totals below.

8. Add more items to the invoice by clicking Add Item, located below the grid, and entering the desired activity or expense Item.

9. When ready, you can process, preview or print the invoice by clicking the appropriate option.

Advanced Billing

To use additional options for billing:

1. You can base a manual invoice on an estimate, budget, previous invoice, unbilled time and expenses and billing schedule. To do so:

1. • Click Load From to open a panel.
   • Select the desired option from the drop-down list. Relevant data pre-fills the grid.
   • Modify the line item, if required.

2. You can enter the percentage of work completed for each activity and expense item in the % Done. BillQuick Online uses this percent to calculate the line item total.
3. The Tax percentage is brought forward from the Activity or Expense screen if any of the taxes (Tax 1+Tax 2+ Tax 3) apply. However, you can edit or enter it here.
4. If desired, add a miscellaneous charge to the invoice in the Misc Amount field below.
5. Similarly, you can apply a Discount or Retainer to the invoice by entering that value below.
6. Accept or enter a Retainage amount for the project, if applicable. BillQuick Online reduces the final bill amount accordingly
7. Enter a Main Service Tax or Main Expense Tax, if relevant.
8. If the client has paid all or part of the invoice prior to preparing this manual invoice, enter that amount in the Paid Today field. Click to enter more details.
9. You can specify payment attributes in the Payment Details dialog box such as Pay Method, Reference, Memo, Date, etc. when you enter the amount paid. Click OK.

The discount reduces the final invoice amount after taxes. It does not reduce the tax amount of service or expense. However, you can change these setting in Global Settings-Billing screen. Proper security permission is required to apply a discount before or after taxes.

Subtotal is the sum of item amounts. Tax is the sum of item taxes. Fixed Fee is the value specified in the Project profile for Cost Plus contracts. Total is the addition of Subtotal, Tax, Fixed Fee and Misc Amount minus Discount and Retainer. The Amount Due is the net of Total, Paid Today and Retainage.

10. At the bottom, add unlimited length Memo to the invoice.
11. To view and edit the time or expense details associated with an invoice, click Details and choose Time Details or Expense Details option.
    

When you have finished, click Close.

You can memorize invoices from the Memorize Invoice screen.