Invoices documents the detailed account of transaction between you and your clients. To initiate the invoicing process, please follow the following features:
Create Invoice
Go to Invoice List from the side navigation.
Click on the '+ Invoice' button.
This opens 'Add Invoice' page. Enter the necessary details for your invoice, and include your products and bundles by selecting the 'Add New Line' button.
Upon completion, click the 'Create' button.
This will generate your invoice in a 'Draft' state.
If you wish to create your invoice directly in Approved state then click 'Create and Approve' button instead of 'Create' button.
Approve Invoice
--> From Invoice Detail
Navigate to the preferred draft invoice from the Invoice List.
Select the downward arrow to convert the fields into an editable format.
From the dropdown menu, opt for the 'Approved' status.
Click the 'Update' button.
--> From Invoice List
Locate your drafted invoice in the Invoice List.
Navigate to the Actions column by scrolling to the right and click the 'tick' icon to approve the invoice.
Upon approval, the 'tick' icon will be disabled, signifying the completion of the action.
After the approval of the invoice, our system attempts to synchronize or clone it within the external integration, either Xero or QuickBooks, depending on the platform integrated with your MSP.
Miscellaneous Updates
To modify invoice settings, select the downward arrow.
Adjust the details in References, Invoice date, Due Date, Templates, etc.
You may also add more items or remove existing items.
Upon completion, click the 'Update and Sync' button.
This action will update your invoice in Gorelo and also sync the changes to your externally integrated app.
Send Invoice
Invoices can only be dispatched once they have been approved and synced to external integration.
--> From Invoice Detail
Navigate to the approved invoice detail screen of your choice from the Invoice List.
Click the 'envelope' icon.
This action will open a popup that retrieves all your billing contacts. Click here to learn more about setting billing contacts.
You can add additional contacts by clicking on the icon below.
Click the 'Send Update' button.
This step sends out the invoice, along with its PDF, via email to your billing contacts.
--> From Invoice List
Locate your approved and synced invoice in the Invoice List.
Navigate to the Actions column by scrolling to the right and click the 'envelop' icon to send the invoice.
This action will open a popup that retrieves all your billing contacts. Click here to learn more about setting billing contacts.
You can add additional contacts by clicking on the icon below.
Click the 'Send Update' button.
This step sends out the invoice, along with its PDF, via email to your billing contacts.
Download Invoice
This functionality allows you to download the PDF or CSV versions of the invoice. You can download the PDF and CSV for both draft and approved invoices.
--> From Invoice Detail
Navigate to the preferred invoice detail screen from the Invoice List.
Select the 'download' icon to initiate the download of the invoice in PDF format.
For downloading the invoice in CSV format, click on the 'CSV' icon. Your CSV file will start downloading.
--> From Invoice List
From the Invoice list, the option to download is available only in PDF format.
Locate your invoice in the Invoice List.
Navigate to the Actions column by scrolling to the right and click the 'download' icon to start the download of the invoice in PDF format.
Cancel Invoice
Unwanted invoices can be cancelled in both the draft and approved states.
Cancelling a draft invoice results in the complete deletion of the invoice, while cancelling an approved invoice changes its state to void.
--> From Invoice Detail
Navigate to the preferred draft/approved invoice detail screen from the Invoice List.
Select the 'bin' icon to initiate the deletion and void process for draft and approved invoices, respectively.
--> From Invoice List
Locate your draft/approved invoice in the Invoice List.
Navigate to the Actions column by scrolling to the right and click the 'bin' icon to delete a draft invoice or to void an approved invoice.
Bulk Operations on Invoices
The following actions can be performed on bulk invoices from the Invoice list:
Approve drafted invoices
Send approved invoices
Change the due date of invoices
Sync approved invoices to external integration (Xero and Quickbooks)
Delete/Void invoices
To perform bulk operations, follow below steps
Select the invoices on which you want to perform one of the above-listed actions.
Click on one of the icons to initiate the specified bulk operations on the selected invoices.
Automated Invoices
Invoices for contracts are automatically generated based on their specified repeat cycle, such as monthly, quarterly, or yearly, as configured in the contracts invoicing settings.
The automatically generated invoices will be visible in the Invoice List.
Invoices from Review
Invoices for time spent and products added to a ticket can be generated from the "Approve and Invoice" screen.
The ticket undergoes the approval process directly from this page. Once approved, it can be added to existing invoices, or a new invoice can be generated from the "Waiting to Invoice" tab of the "Approve and Invoice" screen.
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