Sending out client invoices is a crucial part of your agency operations. Did you know that there is an option in your FP system to put invoices through an approval process before they are sent? Please review this article for a walk-through scenario of how one could use this approval routine within an agency.
Turn On the Pre-Approval Setting
From the Admin menu, choose System Set Up > System Preferences.
Choose the tab called Invoice, and tick the boxes to both:
- Have the default invoice approval setting of Pre-Approved
- Set the Invoice Approval Routine as "on"
Click Submit when done.
Turn On Invoice Related Alerts
You'll want to make sure the team member who will need to mark invoices as Approved, knows that new invoices have been created, and that the person who sends out Invoices knows when those invoices have been marked as Approved.
Alerts can appear in the top nav bar of your system, and/ or arrive via email. This can be done on the Contact page, on the Subscriptions tab, or via the Admin area. Learn more about setting up alerts here: System Alerts | Creating & Managing Alert Sets
Invoice Gets Created
Who creates the invoice may differ at your agency - we often hear that it is the responsibility of the Sales person, or the Project Manager to generate the invoice. Invoices are just created per usual - often from the Job itself from clicking Add New, and choosing Add Invoice.
In our scenario, we're going to generate the invoice at the end of the month, and base it on the value of time and expenses aka Actuals. Click Add Invoice when ready.
The saved Invoice looks normal, but we do now have a tick box for marking this invoice as approved.
And if we try to print this invoice, it displays as being Pre-Approval.
Alert Goes Out
Our accounting person, gets the alert that a new invoice has been created.
Content Gets Reviewed
Our accounting user can then login to FP to ensure the Invoice is accurate. As this Invoice is based on Actuals, it will be important to make sure the timesheet values are correct. This can be done in a couple of ways - by looking at the related Job, under the Financials tab.
Or by looking under the Job's Timesheets tab.
Invoice Gets Approved
Our accounting person now marks the Invoice as Approved.
Alert Goes Out
In this scenario, it is our Office Administrator who sends out approved invoices. Once our accounting person approves the Invoice, she receives an alert.
Invoice Gets Sent to the Client
Our Office Admin can then login to his FP system to print/send out the Invoice to the client.
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