For the Finance Manager to create an invoice, a report is needed to be prepared first.
How to create a report:
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Head to the Reports tab, click Add Report.
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In the modal window choose the project from the dropdown list,
and click Add.
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In the report, you should choose the needed date range.
In the report, we have issue key, title, spent time (from tracker), estimate (from Jira), and field for editing billing time. You can adjust billing time for some issues or switch the Billable button on and off. All the tasks except bugs are billable by default.
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When you have checked all the details in the report, scroll down to the end of it, and click Save report. After that, the report will get a number assigned and will be saved with the Draft status, and you will be able to access it anytime from Reports tab. If needed, you can add comment to this specific report.
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When all the edits needed are done, the PM can change the status for the report to Ready to approve.
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As soon as the status has changed, a switcher appears on the right side, where the report has to get approved by the PM and the Account Manager.
For One-Line projects Sophia should be assigned, for some projects – Alex, and for some projects – only PM reviews the report.
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After the review the report gets Approved status, which means it has passed our internal review, and should be sent to the client’s approval as well.
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When the report is approved with the client, the status of the report should be changed to Ready to invoice.
In some cases, the report can be postponed to be approved and paid further in the future. In this case, the PM should move the report to Postponed status and circle back to it as agreed.
After this, the Finance Manager takes report into the processing to create an Invoice.
What are the next steps of invoicing process?
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The Finance Manager uses the prepared report and creates an invoice. When the invoice is generated, the PM should change the status for the report to Invoice generated, and the Finance Manager changes the status of the invoice to Ready to Approve.
Please, note! At this point the report and the invoice have their own statuses that have to be set separately.
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After this, the invoice goes to the management approval, in our case – Alec (in the system – Shpigar Oleksandr).
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When the invoice is reviewed, Alec sets a new status for the invoice – Approved. If the invoice is not approved, it gets the status Not Approved, and Finance Manager takes it back to the step 1, and creates new invoice based on the comments from Alec.
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Then the PM sends the invoice to the client, and changes status for the invoice to Waiting for Payment.
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When the invoice is paid, the Finance Manager changes the status for the invoice to Paid.
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