Create an Invoice Across Projects by Client

How to Create an Invoice Across Projects by Client

1. Once you have time entries and/or expenses that you’re ready to invoice, hover over Billing in the left navigation and select Invoices.
2. Choose to create an invoice across projects by client.
   
3. Next, you’ll be prompted to select a recipient. As you start typing a recipient's name, the drop-down will populate with a list of relevant selections.
   
   Note: Only Clients with Edit Financials (or higher) project permissions will appear in the recipient drop-down.
4. Next, set the details such as invoice title, project code, purchase order, tax percentage, date, payment schedule, and any notes that you deem necessary to apply. Kantata will automatically increment the Invoice Number, so you can start with any number and your invoices will increment from there; optionally, you can manually update the invoice number each time.
   
5. If you need to add additional details with rich-text formatting, expand the Add Additional Details Rich-Text option. This field allows you to paste in HTML-styled information to customize the invoice being sent, including basic styling, tables, and justified formatting. You can also paste information from Microsoft Word and Excel. These additional details will appear at the bottom of your invoice.
6. In the Expense Formatting section, you can organize the individual expense-based line items differently by selecting one of the following options:
   • Detailed
   • Grouped
These options allow you to choose whether expenses appear in your invoice as individual line items (arranged by date) or all rolled-up into a single item.

7. In the Time Formatting section, you can organize the individual time-based line items differently by selecting one of the following options:
   • Grouped by person, then task
   • Grouped by task
   • Detailed
Each option allows you select the individual details that appear on your invoice.

8. Before you can select individual line items to add to the invoice, you’ll be asked to specify which projects—associated with the recipient—you’d like to select from. When you're finished adding projects, click Select Projects. 
9. In the Invoice Items section, check the boxes next to individual line items to add them to the invoice. The following subsections may be available.
   • Time Entries—Only uninvoiced time entries appear here. Additionally, time entries that require approval will not appear here until they have been approved. And depending on your project or default invoice settings, non-billable time entries also may not appear here.
     Tip: You can select many time entries at once by checking a time entry checkbox, pressing Shift on your keyboard, then checking a second time entry checkbox.
     
   • Fixed Fee Items—Only fixed fee tasks appear here.
     • By default, fully invoiced fixed fee items are not visible. Above the Fixed Fee Items table, a Display fixed fee items that have already been fully billed checkbox appears that allows you to see and invoice fixed fee items that were previously fully billed in other invoices. When checked, the Amount and % for those fixed fee items will be blank.
     • When editing a draft invoice, a Hide and uncheck fixed fee items that are fully billed in other invoices checkbox appears above the table to hide fully billed fixed fee items from the table.
       
   • Expenses—Only uninvoiced expenses appear here. Additionally, expenses that require approval will not appear here until they have been approved. Non-billable expenses do not appear here. Expenses are sorted by oldest first. If expense budgets are activated on the project, this section does not appear and the Itemized Expenses section appears instead.
     
     Tip: You can select expenses at once by checking an expense checkbox, pressing Shift on your keyboard, then checking a second expense checkbox.
   • Fixed Fee Expense Budgets—This section only appears when expense budgets are activated on the project and it lists all the fixed fee expense budgets for the project. The Logged column shows the total amount of individual expenses that have been logged to the expense budget compared to the expense budget’s estimated costs.
     • By default, fully invoiced fixed fee expense budgets are not visible, nor are zero-fee fixed fee expense budgets. Above the Fixed Fee Expense Budgets table, a Display fixed fee expense budgets that have already been fully billed checkbox appears that allows you to see and invoice those expense budgets. When checked, the Amount and % for those fixed fee expense budgets will be blank.
     • When editing a draft invoice, a Hide and uncheck fixed fee expense budgets that are fully billed in other invoices checkbox appears above the table to hide fully billed fixed fee expense budgets and zero-fee fixed fee expense budgets from the table.
       
   • Itemized Expenses—This section only appears when expense budgets are activated on the project, and it lists uninvoiced, billable expenses logged to expense budgets that are marked as billable and non-fixed-fee, as well as expenses not logged to any expense budgets. A Budget Markup is applied to the expense Amounts to produce the Invoice Amount. The Budget Markup percentage is calculated as (Expense Budget Est. Fees - Expense Budget Est. Cost) ÷ Expense Budget Est. Cost.
     
     

     TIP

     The tables show all the items that can be invoiced. Depending on how long the project has run or how much data there is, there may be a lot of items that you may not want to ever invoice and which can clutter up the page. You can add all these items to a draft invoice titled “Won’t invoice” to reduce the number of items in the tables.

10. You also have the option to Add an Additional Item (or items) that may not have been entered during the initial creation of the Kantata OX project.
11. Once you’ve provided all the required information and line items, you can choose to Send the invoice or Save as Draft; this allows you to make changes or add additional information later. You can also Preview the invoice at any time. Clicking Clear will remove any information you’ve added and all the options you’ve selected, allowing you to start over.
12. When you Send, Save as Draft, or Preview, you’ll be able to view the invoice, including its current Status.
13. When you Send an invoice, notification will appear in the project’s Activity Feed.
14. You can take action on the invoice from the Activity Feed by clicking Mark as paid; doing so gives you the opportunity to add an optional message. 
15. You will then see your updated message and status in the Activity Feed when you view the invoice in the future.