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Invoicing Overview

(Available in Premium level or higher plans only)

About invoicing in OneDesk 

Invoicing in OneDesk allows you to bill your clients for projects or tracked time and is tightly integrated with other features. You can create invoices for flat fee projects, from a quote, for tracked billable hours, or built from scratch. 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.

Financials permissions

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

Types of invoices

Flat fee invoices - Flat fee invoices are for a set amount and must be for a specific project. Flat fee invoices are typically started as a quote. Once accepted, the quote is converted to an invoice. 

Block of hours - Refills prepaid hours on a customer account. The block price and number of hours can be configured on the customer organization profile. 

Time & material invoices - T&M invoices can be for a specific T&M project or for timesheets across projects. 

Blank - A blank invoice is not associated with a project or any timesheets. 

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. 

For detailed information see also: