What it is
An invoice is the tax document you send a client for work done. Billing builds it from approved timesheets priced against rate cards, so each line carries the charge to the client and the margin over pay cost. An invoice moves through a clear lifecycle — draft, issued, sent, then paid — and the screen only offers the action that is valid for where the invoice sits.
Issuing an invoice runs a compliance check first. If something isn’t right, the issue is refused and you see why, rather than a bad invoice slipping out silently. That gate is what keeps your accounts-receivable clean: only compliant, correctly priced invoices reach the client, and every one carries its period, GST and margin for review.
When to use it
- A billing period has closed and timesheets are approved
- You need to send a client their invoice for the fortnight
- You want to check an invoice’s margin before it goes out
- A draft invoice needs reviewing before it is issued
- You are confirming GST and totals on a period invoice
How it works
Step by step.
- 1
Open the invoice
From the invoice register, open the draft invoice for the client and period. Its lines come from approved time priced on rate cards.
- 2
Review the lines and margin
Check each line’s charge and the invoice’s subtotal, GST, total and margin — charge less pay cost — before issuing.
- 3
Issue the invoice
Issue the invoice. This runs the compliance check; if it refuses, you see why and can fix the cause rather than send a bad invoice.
- 4
Send to the client
Once issued, send the invoice to the client. Its status moves from issued to sent.
- 5
Track to payment
Watch the invoice move toward paid as receipts are applied; a part-paid state shows when only some has landed.
Worked example
Follow it through.
The scenario
The fortnight to Sun 8 Jun has closed for Coastline Logistics and the timesheets are approved.
- 1 Open the draft Coastline Logistics invoice for the period ending 8 Jun.
- 2 Review the lines: 14 warehouse-operator shifts priced from the rate card.
- 3 Confirm subtotal 11,200 AUD, GST 1,120 AUD, total 12,320 AUD, margin 2,940 AUD.
- 4 Issue the invoice; the compliance check passes and it moves to issued.
- 5 Send it to Daniel Cho in accounts payable.
The result
Coastline Logistics has a sent invoice for 12,320 AUD with its margin recorded, now sitting in accounts receivable awaiting payment.
Tips & notes
Good to know.
- Check the margin line before you issue — an invoice that priced below expectation usually points to a pay-rate or rate-card change.
- A refused issue is the system protecting you; read the reason and fix the cause rather than forcing it.
- The status pill is your fastest read of where an invoice sits — draft, issued, sent, part-paid or paid.
- Apply receipts against the invoice as they land so the part-paid and paid states stay accurate.
When you’re done
A compliant, correctly priced invoice issued and sent to the client, with its margin captured for review.