Creating Invoices
Invoices can be created and linked to relevant entities to support your financial tracking and reporting workflows.
Creating an Invoice Manually
To manually create a new invoice:
Navigate to the Invoices section within the Finance module.
Click the ➕ Add button.
In the invoice creation form, you will be prompted to link the invoice to an entity.
You can choose to link the invoice to either a keep it unlinked as a stand-alone invoice, or link it to a Job or Work Order.
Creating Invoices from Other Finance Sections
Invoices can also be automatically generated from other financial documents:
Invoice a Quote
Invoice a Quote
To create an invoice from a quote in Prestartr, open the quote, whether it's stand-alone or part of a work order, and ensure it's in the Confirmed state.
In the quote header, click Approve Invoice to generate a linked invoice.
The invoice will appear in the Created Invoice section, where it can be edited, approved, or printed as needed.
Invoice a Cost Estimate
Invoice a Cost Estimate
To create an invoice from a Cost Estimate in Prestartr, open the Cost Estimate, whether it's stand-alone or part of a work order, and ensure it's in the Confirmed state.
In the Cost Estimate header, click Approve Cost Estimate to generate a linked invoice.
The invoice will appear in the Created Invoice section, where it can be edited, approved, or printed as needed.
Invoice a Purchase Order
Invoice a Purchase Order
To create an invoice from a Purchase Order in Prestartr, access the Work and navigate to the Transactions tab.
From the Transactions tab, click Create New Invoice in the top right.
Now, select the Purchase Order you want to invoice below - ensuring the Purchase Order is marked as complete.
With the Purchase Order selected, click Generate Invoice in the top right.
The Generate Invoice window will display, from here you can choose the Invoice Method, the Issue Date for the Invoice, and if it is a Finalised or Progressive invoice.
Click Generate to create the invoice.
The invoice will appear in the Invoices section, where it can be edited, approved, or printed as needed.
Invoice a Work Order
Invoice a Work Order
To create an invoice from a Work Order in Prestartr, access the Work and navigate to the Transactions tab.
From the Transactions tab, click Create New Invoice in the top right.
Now, select the Material, Labour, or Purchase Orders you want to invoice - ensuring the items are not already Invoiced.
With the Items selected, click Generate Invoice in the top right.
The Generate Invoice window will display, from here you can choose the Invoice Method, the Issue Date for the Invoice, and if it is a Finalised or Progressive invoice.
Click Generate to create the invoice.
The invoice will appear in the Invoices section, where it can be edited, approved, or printed as needed.
Invoice Fields
There are a number of different fields and options when creating an Invoice in Prestartr, below are examples and definitions of what information is expected or available to a given field on an Invoice.
Invoice Header
-
Type:
- Finalised - for the last or only invoice required.
- Progressive - for multiple invoices or deposits.
-
Method:
- Itemised: Breaks down each product or service in the total charge, including the cost for each item.
- Summary: Combines the invoice items together into a single invoice line.
- Lump Sum: Also known as a fixed-price invoice, provides a single cost for the invoice.
- Task: An invoice that breaks down invoice items per Work Order Task.
- Linked To: Job or Work Order
- Transaction Type: This is a User-Defined field, set in the Catalogue.
- Customer: The specific Company that the invoice is addressed to.
- Name: The internal name of the Invoice.
- Invoice Issue Date: The date the invoice was sent to the Customer.
- Invoice Due Date: The date the invoice is due - invoices not completed by this date are marked as Overdue.
- Related To: Provides a link to other Invoices in Prestartr.
- Reference: Customer facing references or identification.
Invoice Lines
- Service: This is a User-Defined field, set in the Catalogue.
- Description: The invoice item description shown to the customer.
- Account: This is a User-Defined field, set in the Catalogue. See Account Types for more details.
- Quantity: The amount of the line item on the invoice.
- UOM: How the quantity is measured, Each, Per Hour, Linear Meter etc.
- Unit Price: The cost per quantity.
- Job: The specific Job, if applicable, that the line item relates to.
- Cost Code: The specific Cost Code from the Job, if applicable, that the line item relates to.
- Cost Type: This is a User-Defined field, set in the Catalogue.
- Plant: The associated Plant, if applicable, for the line item.
- People: The associated user, for the line item.
- Task: The Work Order task related to the invoice line item.
Invoice Exports
Below are examples of the formatting of an invoice export PDF for each of the four available methods:
Itemised Method
Summary Method
Lump Sum Method
Task Method
