(Available in Premium level or higher plans only)
About invoicing in OneDesk
The purpose of invoicing in OneDesk is to bill clients based on the time logged on your work items. It is designed to be tightly integrated with the time tracking features of OneDesk. You create invoices for customer organizations based on ‘actual billable hours’ logged. You can send the invoices to clients through OneDesk. With Quickbooks Online integrated, you can copy over or send invoices from OneDesk directly with Quickbooks Online.
Accessing the Financials app
Invoicing is found in the Financials application, indicated by the '$' symbol on your left side panel.
All admin-level users have access to the Financials application.
By default, the Financials app is restricted (hidden) for non-admin users. Non-admin users can be given access to the Financials app via application permission settings.
Enable the Financials app
If you have access to the Financials app but do not see it on your side panel, it may be disabled in your organization.
- Enable the Financials application by going to Administration > Users Apps.
- Toggle Show Hidden Applications.
- Enable Financials.
Invoicing app summary
Access all created invoices from Financials > invoicing tab
The top charts display the summary totals of each invoice status
Like other work views, you can filter, sort, or group to view or find the information you need.
See also: Custom work views
Overview of the invoicing workflow
- Set your cost/invoice rates
- Log billable time on tasks or tickets. Add the ‘billable customer organization' on your timesheets to classify who the work is for. (If the customer is the ‘requester’ the invoiceable customer org is assumed, otherwise you can select it on the timesheet form. (Admins can modify timesheets from the TImesheets application).
- Create an invoice by selecting the customer organization and the invoice month.
- Add the billable timesheets to an invoice you want to bill your client for. Only timesheets that are associated with the customer org AND have not been previously invoiced.
- Optionally, You can add tax, discount, or other line items.
- Take your invoice out of draft. It will be in the ‘Open’ status and cannot be modified.
- Remember if you have not already, to add your company address, logo, and payment instructions as well as the organization’s billing contact information.
- Review your invoice. You can preview in the action menu (three dots on the top right).
- When you’re ready, send the invoice. The org billing contact will receive an email with the attached invoice as a pdf.
- If you are using the Quickbooks integration - you can choose to send or copy the invoice, copying it will add the invoice to your QuickBooks account, from QBO you can send the invoice on your own.
Overview of invoicing statuses
The statuses of invoices are not configurable. An invoice goes through the following set statuses:
Draft - The invoice can be edited or deleted. When ‘finalized’ the invoice moves to the Open status.
Open - The invoice date changes to today and it can no longer be edited. The invoice can be moved to Draft, Sent, Not Collectible or Void.
Sent - Sets the ‘Last sent date’ and changes the due date based on your payment terms. The invoice can be moved to Paid, Not Collectible or Void.
Paid - Sets the ‘paid date’ to today. The invoice can be moved Not Collectible or Void.
Not Collectible - Timesheets are not released from invoice, and cannot be added to future invoice. The invoice can be marked as Void.
Void - Releases timesheets from the invoice, allowing them to be added to future invoice. The invoice can be marked as deleted.