In MoneyPenny, you have two ways of billing your clients based on the times your staff worked for them:
1. You can create an invoice based on the project (will include all the time your staff spent working on a specific project) (Time & Projects ➝ Projects ➝ button ‘Generate Invoice’):
2. Or you can add staff hours to the invoice during the invoice creation step. In order to do so, first, choose the client (Sales ➝ Invoices ➝ Create Invoice):
If this client has projects with unbilled time, you will see a link to attach these hours to the invoice:
Then you can use an old or a new invoice wizard to generate the invoice view:
Note: MoneyPenny will always save the last wizard settings and will show it by default next time when you use it.
The new invoice wizard
Here you can filter data by ‘date range’ (when the hours were logged) and ‘tasks’ (which tasks (hours) should be included on the invoice). You can also choose the projects which should be invoiced:
Next, pick how information should be grouped by clicking on the buttons ‘medium’, ‘long’ or ‘short’. If you choose ‘long’, all time entries will be displayed on the invoice in separated lines and if you choose – short, the invoice will have one line for each project (all time entries will be grouped by projects).
The old invoice wizard
This tool doesn’t group information and your invoice will include all time entries logged to the timesheet:
Now click on the green ‘Generate’ button and save your invoice:
Invoice against a project balance (invoicing part of project expenses)
If you would like to invoice only part of a project generate it as described in Invoicing projects by generating an invoice.
Then, on the invoice page, you can delete unwanted tasks. You will be able to invoice these tasks later by generating a new invoice.
Which staff members can generate invoices from projects?
Only the account owner and team leader can generate an invoice through the project.
The account owner can generate invoices for all projects without limitation.
Team leaders can generate an invoice only for projects where they are a manager.
When I generate an invoice the rates of task on the invoice are $0 or incorrect. Why?
The rates of tasks on the generated invoice depend on billing method of the project.
So, if you choose an ‘Hourly Task Rate’ method – rates will be based on the tasks rates.
You can change tasks rates on the project page.
If you choose the ‘Hourly Staff Rate’ method – rates will be based on the staff billing rates.
You can change these rates on the project page in the Staff field.
If you choose the ‘Hourly Project Rate’ method – rates will be based on the special project rate.
You can change this rate on the project page in the Project Rate field.
If you choose the ‘Flat Project Amount’ method – the invoice will not depend on any rates and tasks. The invoice amount will be a flat amount for the project.
You can add or change this rate on the project page in the ‘Flat Amount’ field.
The ability to change hours on generated invoices
By default, if you generate invoices based on project timesheets, you cannot change hours’ amount and price.
But you can enable this ability by going to Settings -> Preferences -> mark the checkbox “Allow editing for Invoices generated through the Invoice Wizard”:
Now you will be able to edit the number of hours and the prices.
Each time when you change it, MoneyPenny adds an info message in the invoice history:
Unapproved hours in Invoice Wizard
If you are using the ‘Approve Timesheets’ feature (more here about it here), then the logged hours of staff members can be Approved or Unapproved.
For instance, if a staff member just logged time and didn’t send it for approval or if they did send it, but you (as account owner or admin) didn’t confirm it yet, these hours cannot be billed (cannot be included in the invoice).
In case this happens, you will see this information in the Invoice Wizard.
Next, you can go to the Timesheets page and approve them or keep as it is, to invoice only already approved hours.