Invoicing
Review and check invoices before sending
Verify all invoice data, rate schedules, and totals before emailing clients.
Review and Check Invoices Before Sending
Before invoices are sent, it’s important to double-check values and allocations.
What to check
-
Invoice amounts
- Confirm each total matches the agreed hourly billing or project quote.
- Check for rounding or missing oversight hours.
-
Zero-value invoices
- If an invoice shows £0, the account may still be on an uncommitted rate.
- Go to Rate Schedules and ensure the correct rate card and date range are active.
- Recalculate once fixed.
-
Duplicate or missing projects
- Confirm all completed projects appear only once.
-
Client details
- Verify legal entity name, address, and VAT rate.
-
Invoice files
- Ensure the PDF and Excel versions are generated and attached to the right client account.
Common issues
| Problem | Likely cause | Fix |
|---|---|---|
| £0 total | expired Rate Schedule | Edit rate schedule |
| Missing project | No completion date | Mark project complete |
| Old data included | Incorrect date range | Recalculate for correct month |
Notes
- Always re-run Calculate Invoices after adjustments.
- Once verified, proceed to save and email the invoices.
- Maintain consistent audit records by avoiding post-send edits.