Invoices Modify | Delete Add/modify/remove invoiced timebills Create multiple invoices An invoice is a compilation of one or more line-item charges (i.e., timebills) for services rendered and/or expenses incurred on behalf of a client. You cannot create an invoice without first creating timebills to assign to an invoice. In order to serve a variety of needs, invoice layout and contents are customizable. Please review these options before you create your first invoice by clicking on the links provided. For example, you can modify your invoice layout in a number of ways. Likewise, you can choose different ways to deliver your invoices to your clients. For PayPal sellers, there is an option that allows you to include a link to the PayPal system on your invoice. Please contact OpenAir support to have this feature activated for your account. Once enabled, the printable and guest view of an invoice will have an icon linking to the PayPal system so that your clients can make online payment of the balance due. To create a new Invoice: 1. Click on the Invoices tab. 2. Click on the "Create..." drop-down menu and select "invoice." 3. Select a client from the drop-down menu. 4. Use the checkboxes to select the timebill(s) to be included in the invoice.* 5. Click on "Create the invoice." 6. You will see the created invoice. Note: In order to include future timebills in an invoice, you need to click on the Layout tab, and then on the "General" sub-tab. Check the "Show future timebills when creating an invoice" box in the "Invoice layout" dialog, and click on "Save." You can otherwise add future timebills after creating the invoice by clicking on the invoice number, clicking on the "Change timebills" link, and using the "Select a timebill to add to the invoice" drop-down menu. Attachments: Once you have created an invoice, you can upload documents to attach to an invoice by clicking on the "View/Add Attachments" link at the bottom of the "Edit invoices" dialog box. (See Modify section below.) To add an attachment, click on the "Create new attachment" link in the upper right corner of the attachments window that will pop up. Enter the file pathway in the "New attachment : invoice" dialog box, and click on "Save." The file name is saved and can be accessed by clicking on the "Download" link, or the file pathway can be edited by clicking on the "Replace" link, or the attachment can be deleted by clicking on the "Delete" link. You can attach as many documents as you need to your invoice; when finished, click on the "Close" button to return to the main "Edit invoice" dialog box. To modify an existing Invoice: 1. Click on the "Invoices" tab. 2. Click on the invoice number of the invoice you want to change. 3. Click on the "Edit" tab to: - Change the invoice date. - Change the invoice number. - Draw against a retainer. (Note: If the client has not paid a retainer, this field will not appear.) - Enter a credit (and the reason for the credit). - Change payment terms. - Select a different invoice layout. (Note: if there is only one invoice layout set up for the account, this field will not appear.) - Change the invoice status (e.g. if an invoice was sent manually and needs to be marked as "sent"). - Change the invoice contact to override the default. - Enter relevant text to print on the invoice. - View/Add attachments by clicking the link. * Please note: You can prevent the editing of invoices that have been exported (i.e. have had any of its component Timebills exported to a financial package) by checking the appropriate box in Company> Settings> Timesheet Options. To change timebills within an Invoice: Click on the "Change timebills" link to: - Modify or remove timebills from the invoice. - Add timebills to the invoice, using the "Select a timebill to add to the invoice" drop-down menu that lists all Open timebills assigned to the same client as this invoice. (Note: There is no Save button in this step; each change is saved automatically.) - To remove a timebill, click on the "remove" link adjacent to the name of the timebill in the list. The removed timebill is not deleted; you can change your mind and add it to the invoice again from the "Select a timebill to add to the invoice" drop-down menu. Note: You can use the "check all" or "uncheck all" to add or remove all timebills from an invoice. - To modify a timebill, click on the "edit" link adjacent to the name of the timebill in the list, then make your changes in the "Edit timebill" dialog, and then click on "Save." Note: You will not be able to edit the timebill if the account setting to block editing of invoiced timebills is enabled. This setting is in My Account > Company > Settings > Invoices options > Disable editing of invoiced Timebills. To delete an existing Invoice: 1. Click on the Invoices tab, and then on the number of the invoice you want to delete. 2. Click on the "Edit" link. 3. Click the "Delete" button at the bottom of the "Edit invoice" form. Note: You cannot delete an invoice that has been sent to a client, nor one to which a payment has been applied.) Also note that deleting an invoice frees all of its associated timebills. The freed timebills return to the "Open timebills" listing in the Timebills tab.