Invoicing Preferences

The following options are available from the Invoicing subtab.

• Combine Time Items on Invoices

  Check this box to group time items into one total on invoices.

  For example, if one employee reports 8 hours of data entry for 20 days to the same customer, the customer will see 160 hours of time at the billable rate on the invoice.

  Note:

  You must first set this preference to use the Group Time by Employees preference.

• Group Time by Employee

  Check this box to group billable time by employees when you combine time items on invoices.

  When you set this preference, you can select Employee as a grouping criteria on invoices when billable time exists with the same employee, service item, and rate. Then, when you print the invoice, the time for each employee is combined in one line.

  Note:

  You must set Combine Time Items on Invoices to use this preference.

• Combine Expense Items on Invoices

  When you set this preference, expense items are combined into one total on invoices.

  If billable expenses have the same expense category, they're grouped on the printed invoice. You can only edit the memo for the first entry listed in each category.

  • You can enter a different rate for each line.

  • If a billable expense line doesn't have a category, it won't be grouped.

  When you clear this box, each billable expense is separate on the invoice and they're not grouped on the printed invoice. You can enter different rates and memos for each expense.

• Group Expenses by Employee

  This preference groups billable expenses by employees when you combine expense items on invoices.

  When you set this preference, you can select Employee as a grouping criteria on invoices when billable expenses exist with the same employee, service item and rate. Then, when you print the invoice, the expenses for each employee are combined in one line.

• Combine Billable Items on Invoices

  Check this box to combine expense items into one total on invoices.

  For example, if one employee enters a $50 expense for 5 days that's billable to the same customer, the customer will see $250 in expenses on the invoice.

• Group Billable Types on Invoices

  When you check this box, similar billable charges are grouped together with their subtotals on your customers' invoices. All billable items, time, and expenses are grouped together by type.

  For example, an invoice will show Billable Group as a heading with line items for billable time and a billable time total.

  You'll also see a Billable Group heading and total for billable expenses and for billable items.

• Show Billable Subtotals on Invoices

  Check this box to show subtotals for grouped billable lines on invoices. Billable time, expenses or items are grouped together by item or category name. Then, these items are grouped with subtotals when you print, e-mail or fax the invoice.

  For example, if you enter two expense reports for air travel to bill back to a customer, they're grouped as one total. If you enter another expense report for meals, the expense is still listed separately from the air travel charges.

  Billable lines are grouped and subtotaled regardless of whether a markup or discount is applied.

  Note:

  When you add billable subtotals, the subtotal is calculated for the column used to sort the billable list. The secondary sort is by the previously sorted column. For example, to sort and subtotal by project then by category, click on the category header then the project header.

  You can change the order of billable items, expenses, and time by customizing the invoice form to reorder the lists under the lists tab. To customize invoices, open the invoice and click the Customize button.

General Notices