What is it?

Invoices Section is where you create invoices against a project and track the status of all your company invoices.

Subheadings include:

Create/Issue/Mark as paid Invoice:

  • You can select to pull approved resources (Timesheet, Soft-wear, Equipment & Expenses that users have booked to the Project in the Tracking Section) or manually add line items against a Project.

Track Invoices:

  • All invoices are automatically recorded in a log and tracked as per the following status;

Draft Invoice Created but not yet issued

Due Invoice Issued but within payment days

Paid Invoice Paid in full

Outstanding Invoice Partially Paid, with amount outstanding

Overdue Invoice Issued and past payment days

Why is it Needed?

Invoice can be easily created from source, rather than exporting and duplicating time and data to another invoicing software. And gives the project Manager instant visibility on the status of Invoices on their projects.

How do you edit?

  1. Find ‘Invoice’ on the Left hand side menu.
  2. When you click ‘Invoice’ it will take you to the below screen where you can create Invoices.

Create A New Invoice

  1. Click the ‘Create Invoice’ button.
  2. Select Office, Company, Project and PO from the drop down menu. You won't be able to proceed if any of these fields are left blank.

*Note if there is no PO number, you need to go into the Project and add it

Dashboard > Project > Select the Project > Select Project Management on top menu bar > Scroll down Purchase order > Click ‘Add’

Add timesheets to a draft Invoice

Click ‘Add timesheet’ on the Invoice template.

  1. Confirm the Dates, in the calendar box. Either leave the pre-populated ‘all time’ or revise to the required period.
  2. Select the items you want to schedule, in the tick boxes. Either select all (by ticking the top box next to description) or tick Individually.
  3. Click ‘Add Scheduled’.
  4. Un-tick the Tax tick box, if tax is not applicable.

Add softwares to a draft Invoice

Click ‘Add softwares’ on the Invoice template.

  1. Confirm the Dates, in the calendar box. Either leave the pre-populated ‘all time’ or revise to the required period.
  2. Select the software items you want to schedule, in the tick boxes. Either select all (by ticking the top box next to Soft-wear) or tick Individually.
  3. Click ‘Add Scheduled’.
  4. Un-tick the Tax tick box, if tax is not applicable.

Add Equipment to a draft Invoice

Click ‘Add equipment’ on the Invoice template.

  1. Confirm the Dates, in the calendar box. Either leave the pre-populated ‘all time’ or revise to the required period.
  2. Select the equipment you want to schedule, in the tick boxes. Either select all (by ticking the top box next to Equipment) or tick Individually.
  3. Click ‘Add Scheduled’.
  4. Un-tick the Tax tick box, if tax is not applicable.

Add Expenses to a draft Invoice

Click ‘Add expenses’ in the Invoice template.

  1. Confirm the Dates, in the calendar box. Either leave the pre-populated ‘all time’ or revise to the required period.
  2. Select the Department, you wish to schedule, in the tick boxes. Either select all (by ticking the top box next to Department) or tick Individually.
  3. Click ‘Add Scheduled’.
  4. Un-tick the Tax tick box, if tax is not applicable.

Add a manual line item to a draft Invoice

  1. Click ‘Add a line item’ in the relevant resource section of the invoice template (Timesheet, Software, Equipment or Expenses).
  2. Select from the drop down menu, the task / Software / Equipment, or for Expenses you can type the description.
  3. Input the Rate.
  4. Input the hours/quantity.
  5. Click ‘Save’.
  6. Un-tick the Tax tick box, if tax is not applicable.

Finalise a Draft Invoice

  1. Review Tax, this is auto populated or you can edit it - Select pencil icon, input required % and click ‘Apply’.
  2. Select To address from the drop down menu.
  3. Type any public notes you would like included on the Invoice.
  4. Confirm the Issue Date, in the calendar box. Either leave pre-populated with today's date or revise to post-dated if required.
  5. Click ‘Save Invoice’. The invoice will be saved as a Draft and will appear on the invoice log in the ‘Invoice' Section.

*Note the below template information is pre-populated from the information provided in Proteus. To amend this information follow the instructions below (or refer to those sections in this manual for more detail).

  • Tax Admin Console > General > Basic Info > Current Sales Tax
  • Due date Admin Console > General > Invoice Settings > Payment Terms
  • From Address Admin Console > General > Basic Info > Location
  • To Address Dashboard > Companies > Select Company > Office Address > Create Office
  • Bank Details Admin Console > General > Invoice Settings > Bank Info

Issue a Draft Invoice to Due

  1. When you click ‘Send Invoice’ it will take you to the below screen where you can send, edit and download the invoice.
  2. Click ‘Send’.
  1. Select recipient from drop down menu. To add additional recipient email visit Dashboard > Companies > Select Company > Contacts > Create Contact
  2. Confirm title, this is auto populated with invoice number or you can edit it.
  3. Input Body field, type the message you would like to appear in the email the invoice is attached to.
  4. Click ‘Send’. An automated email, with the invoice attached, will be sent to the recipient. And the invoice will be revised in the Invoice log from ‘Draft’ to ‘Due’. It will remain as ‘Due’ before the due date and automatically updated to ‘Overdue’ past the due date.

Log payment of Invoice

  1. Select your invoice form the list in the ‘Invoice’ section. It will take you to the below screen where you can download the invoice or mark as paid.
  2. Click ‘Mark as Paid’.
  1. Confirm the amount paid, this is auto populated with full payment amount or you can edit it.
  2. Click ‘Mark as Paid. If the invoice is paid in full it will be revised in the invoice log from ‘Due’ to ‘Paid’. Or if the invoice is partially paid it will be revised in the invoice log from ‘Due’ to ‘Outstanding’.



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