This article describes how to invoice from Work Orders. Invoicing for work orders is done from the Work Order module. This mainly applies to you who work with service cases or ongoing projects where you have divided a project into activities/subtasks in the work order module.
Here you can watch a short film on how to create invoices based on Work Orders. If you prefer a written guide, it is further down the page.
Some colors and icons in Next Project may have changed since the films were recorded, but the descriptions of the functions are still valid.
Review Reporting
Before you create your invoice, it is important to review what has been reported and check what you want to be included on the invoice.
Hours
In the work order module, you will find a tab with booked hours on the work order, where you check that the time spent has the correct role, day, price/unit, whether it should be billable or not, and approve the time.
The lines included in invoicing are those that are checked as billable and are approved.
Booked Costs
Here you check the supplier invoices that are on the work order; if the supplier invoice is to be re-invoiced, make sure to check the billable column.
The lines included in invoicing are those that are checked as billable.
Order Lines
Here you check the items that have been reported on your work order. Ensure that the price, performed quantity, and the billable check are correctly filled out.
The lines included in invoicing are those that are checked as billable.
Once you have reviewed all reporting, you can create the invoice.
Create Invoice - Invoice Options
Select the work order(s) that you want to invoice.
Using the filter function, you can filter out the work orders you want to invoice, for example, those marked with the status "Completed".
If the selected work orders have the same customer specified, you can create a consolidated invoice with multiple work orders. Otherwise, it creates one invoice per work order.
Click on the 'Create Invoice' icon and then select the relevant invoice options.
Period Filter
If the invoice should only include a specific time period, check the Period Filter option and specify the period.
Tip! Always enter only the End date so that any additional, older entries are always included and the risk of losing invoicing does not occur.
Tax Reduction Type
If there is any type of tax reduction to be applied, specify it here along with what type of work it concerns.
Settings
Here you specify what you want to include on the invoice if surcharges and codes should be hidden. Check Construction VAT if the invoice concerns reverse charge liability, or No VAT if the entire invoice is VAT-free, etc.
Tip! If you use the option Mark Work Orders Completed, the work order will be closed in the same step as the invoice basis is created, and thereafter it will not be possible to report back on the order anymore. Using statuses on work orders, such as Ordered, Ongoing, Completed, and Closed creates order and clarity that is beneficial in, for example, a service-intensive business with many work orders!
Supplier Invoices
Here you specify if you want supplier invoices to be included in the invoice and how they should be presented.
Booked Hours
Here you specify if you want the hours to be included in the invoice and how they should be presented.
Order Lines
Here you specify if you want order lines to be included in the invoice and how they should be presented.
When you click Save, the invoice is created in Invoice Module and you can now review it and check that you have included everything in the way you wanted. If you are missing something or wish for a different grouping of the invoice lines, we recommend that you discard the invoice basis and adjust in the Work Order module before creating a new basis.
It is possible to make manual adjustments to the invoice in Invoice Module, please note that this does not affect the reported basis (i.e., incurred costs, expected revenue, and hours for wages do not change when adjustments are made in the invoice), therefore we recommend that you instead discard the invoice basis, adjust in the work order module, and create a new invoice.
For more details regarding ongoing invoicing, see the article on ongoing invoicing.