Generate bulk invoices

This procedure, which requires the Support Staff role, will generate draft invoices from projects that have outstanding billable hours, billable costs, or billable periods. Invoices will be generated for both invoicing methods (Fixed Price and Time and Material).

Before creating invoices, ensure the following:

  • For Time and Material deliverables:

    • All applicable time entries are recorded against a project.

    • All applicable time entries have been submitted for approval.

    • All applicable time entries have been approved.

  • For Fixed Price deliverables:

  • For subscription deliverables:

To generate bulk invoices, do the following:

  1. Go to the Create draft invoices back office application.

    To access back office applications you must have the Support staff role.
    create draft invoices app

  2. By default VOGSY will use data from all departments to generate invoices. To change this setting to only include selected departments, click the filter button and clear the check boxes of the departments whose data you do not want to use.

    create draft invoices app filter depts

  3. If you want to filter the data by the billing period date, select the Specify billing period check box and choose a start date and end date.

    create draft invoices app filter date

  4. Select the invoice method from the Select invoicing method dropdown list. Your options are:

    • Fixed Price. This means the customer has agreed to pay a set price for the deliverable.

    • Time & Material. This means the customer has agreed to pay for the deliverable based on the resources used and/or the time expended.

    • Subscription. This means the customer has agreed to pay for your services over a period of time and to be invoiced at an agreed upon frequency.

  5. By default, the invoice date is set to the approval date of the draft invoice. If you want to set the invoice date to a date other than the approval date of the invoice, select the Specific invoice date option and enter a date of your choosing.

  6. Use the Extra text on all invoices field to add any information that you want to put on all invoices.

  7. Click Create Draft Invoices. The invoices will be generated and stored in the appropriate folders on Google Drive or Microsoft Sharepoint.

To view the invoices, go to the Draft invoices back office application.

To access back office applications you must have the Support staff role.