Billable items and preparing an invoice

Nobody types a billable item. thruflow works them out from the approved scope, the vendor bills coded to the campaign and the invoices already made, the same way every time. Every invoice line is the sum of named items, so any figure can be traced back to what it's for.

What state an item is in

• Scheduled: not billable yet. An installment whose date is ahead, a retainer period that hasn't begun, a milestone not delivered.
• Ready to bill: its day has come. It can go on an invoice.
• Held: kept back, with the reason. Either a person held it, or a cost would take billing past its scope line's budget.
• Invoiced: on a named invoice.
• Written off: it won't be billed, with who decided and why.

Prepare an invoice

1. 1

   See what's ready

   Ready to bill lists each campaign with work done or due and not invoiced, oldest first.

   Billing
2. 2

   Choose the items

   On the campaign, tick the items to bill, or take them all, and click Prepare invoice.

   Campaigns
3. 3

   Check the draft

   Each item shows what it's worth and what you'll bill. Bill an item for less and say why: the difference is kept as written down. The sales tax and total are shown before you confirm.

4. 4

   Someone else posts and sends it

   The draft is posted to your accounting system by someone other than whoever prepared it, then sent. With no accounting system connected, someone else sends it.

   Invoices

Hold, write off, void

• Hold… keeps a ready item off invoices until someone releases it. It still counts as unbilled.
• Write off… means it will never be billed. It needs an approver or Finance, and a reason. It can be taken back while the campaign is open.
• Voiding an invoice puts its items back to ready, at full value. A credit memo does not: the work stays billed, and the credit lowers what's owed.