Invoices are created in either Manual Invoice or Billing Review. This includes generating and delivering professional-looking invoices. After billing decisions are made and invoices generated, Invoice Review provides an efficient environment to preview, print and email invoices. You must have proper security permissions to print and process invoices. Web Suite Invoice Review is quite useful to field-based managers and mobile professionals, eliminating redundant and manual entry of field data, saves time and efforts in the office and reduces time delays in generation and delivery of invoices.
Web Suite Invoice Review screen contains processed invoices and other billing information retrieved from the Web Suite database. A complete summary of the invoices on projects is displayed here so that you can review them and send them to the clients. After the information is reviewed, invoices can be distributed to clients with the click of a mouse.
Reviewing invoices is quick and easy. Drop-down lists are provided throughout the screen for selective viewing. Many invoices can be reviewed at once, based on project, client, invoice, group, etc.
Various fields are described below in separate sections in order to clarify their purpose.
You can view the data entry fields after selecting an invoice from the
grid.
View By:
Invoice No:
Invoice number filter. Its drop-down list contains all the processed invoices from the Billing Review. The draft invoices are displayed in angular brackets.
To be able to select invoices, type in a number that starts the invoice numbers, for example, if you want to view invoices starting with numeral 1, enter 1. A drop-down list appears.
Project:
Filters records based on Project IDs. Web Suite automatically provides
a list of projects starting with the alphabet/numeral that you type in
this field. You can view a list of all projects by clicking 
.
Different sort orders are offered for the drop-down list. You have the option to Sort by ID or Sort by Name either in ascending or descending order when you click the relevant link. Sort orders can be determined for the project list and will be remembered the next time the screen is opened. The sort orders options are made available for user ease. For example, a user might remember a project's name rather than its ID, sorting the project drop down list by name will make it easier for the user to select the appropriate project when viewing records.
Client:
Filters records based on Client IDs. You can select a single client or multiple clients from the list provided. For example, if you would like to view invoices corresponding to clients with the IDs from AA to MM only, you must enter that range in the Client ID filter.
Different sort orders are offered for the drop-down list. You have the option to Sort by ID or Sort by Name in the ascending or descending order when you click the relevant link. Sort orders can be determined for the client list and will be remembered the next time the screen is opened. For example, a user might remember a client's name rather than its ID. Sorting the client drop down list by name will make it easier for the user to select the appropriate client when viewing records.
Calculate Late Fee Up To:
Select an invoice from the grid and then click Calculate Late Fee option for Invoice Review to calculate the late fee for any past due invoices in the grid based on a date. The late fee is calculated from the grace period and interest rate assigned in the Project screen. The late fee is calculated every time the invoice is brought forward in Invoice Review and every time a statement is printed and is based on the current account balance. You can enter the date for which you want to calculate late fees in the date field by choosing it from the drop-down calendar.
Web Suite allows you to create late fee invoices on invoices created before
the Closing Date specified in
the Company screen.
Web
Suite gives you the ability to calculate late fee for a batch of selected
invoices.
Various other filters based on the invoice status provided in Invoice Review are mentioned below:
Open:
This filters all invoices with a positive, outstanding balance (not paid in full).
Closed:
It filters all invoices without a positive balance. These are fully paid invoices.
Posted:
It filters all invoices that have been posted.
Unposted:
It filters all processed invoices that have not yet been posted.
Draft:
Draft invoices are those that are still under review, and not yet finalized. This option when marked will display only the draft invoices in the Invoice Review grid. Here upon, Post button changes to Process Inv enabling the user to process the draft invoice.
Late Fee:
Late fee invoices are invoices created for the late fee charged on balance amount of an invoice. Check this box to view late fee invoices.
Include Void:
Select this option to include all the void invoices in the list of displayed invoices. The void invoices have been deleted but still exist in the database.
Void Only:
Select this option to display only voided invoices in the grid. The void invoices have been deleted but still exist in the database.
More
Click expand/collapse (+/-) to show or hide the following fields:
Project Manager:
Filters invoice records based on project managers. You can select a
single manager or multiple project managers from the list provided by
clicking .
Different sort orders are offered for the drop-down list. You have the option to Sort by ID or Sort by Name in the ascending or descending order when you click the relevant link. Sort orders can be determined for the project manager list and will be remembered the next time the screen is opened. For example, a user might remember a project manager's name rather than his ID, Sorting the drop-down list by name will make it easier for the user to select the appropriate project manager when viewing records.
Click the Filters... link to display the relevant Filter screen wherein filters can be applied to the drop-down lists for selective viewing. On the Project Manager Filter screen, select the check box for the records that you want to display in the drop-downs on the Invoice Review screen.
Project Group:
If projects have been grouped, this filter can be used to limit the invoices displayed for the selected project groups. You can select a single group or multiple groups from the drop-down list.
Client Group:
If clients have been grouped, this filter can be used to limit the invoices displayed for the selected client groups. You can select a single group or multiple groups from the drop-down list.
From-To:
Date fields default to the system date of your computer, which can be changed. These fields limit the invoices to the dates that fall within the date range specified. If you want to review the invoices of a month, select the first day of the month in the From field and the last in the To field. You can select the date from the drop-down lists, or use the -- (Previous Day), ++ (Next Day) links to increment or decrement the date by one day or Today to select the current date.
Invoice Review Grid
Web Suite Invoice Review grid is your guide to invoicing. It is a series of rows and columns. Each row is a separate invoice record for a project. Click the column headings to sort the columns in the grid. Records displayed on the grid cannot be edited except the invoice number. The number of records displayed in the grid will depend on the selection made in the Rows list box.
The following are descriptions for each field in the grid:
Column Chooser:
Click 
to open the Column Chooser. It is a list of column names which you can
either hide or show in the grid. Check the column names you want to show
on the grid.
Select:
Click this check box to select any row or invoice record. Prior to taking any action in the Invoice Review screen, you need to select a record. Whether or not fields are hidden, values are recorded to them when entries are made.
Invoice #:
The invoice number generated for the billing record. If you would like to modify the invoice number, just change the invoice number here and click the Update button. Web Suite automatically assigns sequential numbers to the invoices. The number that will be incremented and assigned to the next invoice processed can be specified in the Last Printed Invoice # field of Global settings or Web Suite Billing Review screen. Reversing an invoice does not decrement the counter as Web Suite reuses that invoice number.
Date:
Shows the date of an invoice. Invoice date is assigned in Billing Review screen. Aging reports and late fees use this date in calculations.
Project ID:
ID of the project for which the invoice is viewed. If the Project ID indicates "Joint", it means that the invoice is a combined invoice for multiple projects or phases.
Project Name:
The name of the project being invoiced.
Net Amount:
The net amount charged on the invoice, including taxes (if any). A user with the proper permission can edit this field for late fee invoices to manually include a late fee amount.
Net Amount = Amount + Total Tax - Retainer - Discount
Paid:
The total paid amount towards the invoice. The value updates as receipts and adjustments are made in the Payments screen in Web Suite.
Balance:
The outstanding balance of or amount due for the invoice. Balance Due = Amount - Paid.
Client ID:
ID of the client associated with the invoice. The invoice is billed to this person.
Amount:
The total amount charged on an invoice, excluding taxes and retainers (if any).
MST:
Main Service Tax is the main tax charged on invoiced service or labor.
MET:
Main Expense Tax is the main tax charged on invoiced expenses.
Total Tax:
The total tax amount charged on an invoice.
Total Tax = MET + MST
Due Date:
The date when the invoice payment is due.
Over Due:
Number of days the invoice has been overdue or outstanding. It depends on the Due Date. For example, if the due date of an invoice is May 18, 2021, then on May 19, overdue is 1, on May 20, overdue is 2 and so on.
V:
Indicates an invoice's void status. A check mark in this column indicates a voided invoice.
Notes:
Click the Notes link in this column to add, view, or edit a project note. You can type as much text as desired into the note area or enter Auto Complete shorthand codes to insert standard text.
Project Manager:
Displays the name of the project manager assigned to the project.
Retainage Paid:
The value indicates what portion of the retainage is paid by the client till date.
Retainage:
This value indicates what portion of the net bill amount will remain withheld by the client for a specific project whose invoice is being created.
Retainer:
This is the retainer amount applied on an invoice. Like a discount, it reduces the Net Amount due from a client.
Fixed Fee:
Displays the amount charged as fixed fee for projects having the Cost + Fixed Fee contract type.
Submitted By:
The field displays the ID of the user who has submitted the invoice for approval.
Approved By:
The field displays the ID of the user who approves or rejects the submitted invoice.
S:
This column shows the approval status of each invoice:
[blank] Not submitted 
Submitted 
Forwarded
Approved 
Rejected
Invoice Template:
Invoices are generated using the default templates. Web Suite gives
you the ability to change the invoice template here before printing or
emailing it to the client. Click Browse
to select and preview invoice templates.
Typically, this change is only for the current work session. However, if you assign a different template to an invoice here, you are prompted to permanently change the invoice template for that project.
Web
Suite gives you the ability to print invoices having the same template
in a single batch. This feature is available in Web Suite Enterprise and
Professional edition only.
Printed On:
This is the date when an invoice is printed. You can enter a date from the drop-down calendar or let Web Suite fill it automatically when you print an invoice.
Emailed On:
This is the date when an invoice is emailed to a client or any other person. You can enter a date from the drop-down calendar or let Web Suite fill it automatically when you email an invoice.
Reference No:
This number enables you to keep track of your electronic invoices. It represents the invoicing company’s reference number that identifies the invoice sent to a client.
RF Number:
This is the RF Creditor Reference number that enables you to keep track of your electronic invoices. Web Suite generates it automatically using the invoice number. The invoicing company adds this number to its invoices.
PO Number:
This is the purchase order number associated with a project and is brought forward from Manual Invoice or Billing Review, depending upon where the invoice for that project was generated. By having this information here, it ensures that the old PO numbers remain associated with their original invoices. You can, however, edit it here. The maximum field length is 50 characters.
Custom 1/2/3/4/5:
These custom textboxes enable you to record additional information about the invoices. The caption of these Custom 1/2/3/4/5 fields can be changed in Custom Labels.
Class:(Read Only)
You can view the class assigned to an invoice. If classes are assigned to projects, the related time and expense entries and invoices are also assigned the same class but can be overwritten. Payments inherit the same class as that of the invoices. You can assign a class created in Web Suite or transferred from QuickBooks (to BillQuick desktop).
In case of joint invoices, because each project phase can have a different class, Web Suite displays the class of one of the joint projects. Typically, phases on a joint invoice will be having the same class.
You need to assign class to Web Suite items before creating invoices.
Accounts Receivable:(Read Only)
You can view the A/R account for the invoices in the grid. This is the account you want to use for posting the transaction related to an invoice in Web Suite.
Help:
Opens the Web Suite Help in the Invoice Review section.
Options:
Click Options on the button panel to see the following submenu options:
Memo:
Opens the Memo screen, where you can add or edit the invoice memo. You can also add bulleted lists to the memos, which also show up on the invoices.
Post:
Click this option to post the selected invoice. A posted invoice can no longer be edited. When you post an invoice, Web Suite prompts you to create a PDF copy of the invoice and save it to the default location for PDF files. For draft invoices, the Process Invoice and Process and Print options displays instead of Post.
Process Invoice: Click this to process and finalize the selected draft invoice after the project manager has approved it.
Process and Print: It processes the billing record as a final invoice and prints it as well.
Invoice Change:
Select this option to modify multiple invoices at once.
Clear All:
Clears all the filters applied on the screen.
Details:
Opens the Invoice Details screen that displays the details of the invoice such as project, client, contract, service amount, payments received, etc.
Workflow:
Opens the Workflow screen that allows you to track events related to submission and approval of time, expenses, invoices, vendor bills, etc.
Project Filter:
Click to open the Project Filter screen where you can select projects, to be displayed in the drop-down lists.
Client Filter:
Click to open the Client Filter screen where you can select clients, to be displayed in the drop-down lists.
Rows:
The maximum number of rows to be displayed in the grid. This option is available at the top of the screen. Select the number from the drop-down list.
Filters (On/Off):
Mark the option if you want to apply the filters settings for the Invoice Review screen.
Export:
Click to save and export the selected invoices in the desired file format. The export options include:
Microsoft Excel
Microsoft Word
Email:
Sends the invoice as a PDF file attachment via email. From the drop-down, you can choose to whom you want to send the email. The options are: Client, Client Manager, Project Manager and Other. By default, the email address of the recipient is pre-filled if specified. When Other is chosen, you are prompted with a dialog to enter the email address of the recipient. If you choose the option Client and Send Invoices to Contact is checked in the Billing tab of the corresponding project, Web Suite emails the invoice to the client as well as the client contact, by default. However, if you do not want to include the client in the email, you should uncheck the option Cc Client when Send Invoice to Contact is On in Global Settings-Billing. Regardless of which email recipient you use, the Email screen opens.
When emailing an invoice, you are given the option to edit the body of the email. You can choose to email invoices without previewing them by selecting the 'Send without Preview' option. You can also choose to attach multiple invoices (PDFs) of the same client in a single email. In addition, Web Suite allows you to automatically attach all the files linked with an invoice to the email message.
You can
customize the PDF file names of these invoices
using various available fields in BillQuick. Those settings then get forwarded
to Web Suite; however, this feature is applicable to a shared database
only. You can also customize the PDF file names from within Web
Suite via Global Settings
or Preferences.
Web Suite gives you the ability to email invoices of the same client in
a single batch. This feature is available in Web Suite Enterprise and
Professional edition only.
When invoices are sent via email using SMTP settings, Web Suite automatically creates a project note for your record. See Notes Overview for details. You can send multiple invoices or file attachments in an email using the SMTP option only. This feature is available in the Web Suite Pro and Enterprise editions only.
Attachments:
Add New:
Click Add New to attach a new file or web link to an invoice. Web Suite allows you to link files and web references to invoices, if required for billing. For example, you might want to scan and attach some documents or images to the invoice for reference. You can add and save files for the selected invoice from the Attachments screen. The files attached to a draft invoice do not need to be reattached after it is finalized. Web Suite maintains the attachments automatically when you finalize the invoice.
Select Existing:
Besides attaching new files and web links to the invoices, you can also link existing attachments to them. When you click on an invoice and choose Select Existing option, Web Suite scans the associated client, project, time and expense data for existing attachments. It will display a list of already attached files and links. You can choose to attach any of them to the selected invoice. For example, if an employee attached a lunch receipt when recording the expense, it will be available here without you having to search for it. This list also includes attachments to vendor bills that are associated with an invoice.
Action:
Click Actions on the button panel to see the following submenu options:
Submit:
Opens the Submit-Approve screen from which you will select the person who is responsible for approving the invoice. Invoices must be approved (also called posted) before they are sent to client. After selecting invoices to submit to a reviewer, click the Submit button, select the person to review the invoice, then click the OK button.
Web Suite enables you to submit invoices to the Client Manager, Project Manager, My (Employee) Supervisor, or to a person selected from a drop-down list.
A reviewer can either approve or reject the invoice because of some reason.
If the rule, Email
me when invoices are sent to me for approval is set on Preferences-More
tab, then you will get an email when invoices are submitted to you
for approval.
Approve:
Click the button to approve the selected invoice in the grid.
Reverse:
Enables you to delete the selected invoices. Voiding an invoice is better than deleting it if you want to go back and view it later.
After getting reversed, the invoice can be re-processed in either Billing Review or Manual Invoice. The number used on an invoice that is reversed is not reassigned automatically. The number that will be incremented and assigned to the next invoice is displayed and can be altered in the Last Printed Invoice # field of Global Settings. If anything needs to be altered (that is, bill rates, amount due, etc.) the invoice must be reversed.
When
you reverse an invoice, Web Suite removes the associated attachments and
linked files from it.
Void:
Enables you to void the selected invoices and save it in the database. Voiding an invoice is better than deleting it if you want to go back and view it later.
You
cannot void a draft invoice, an already void invoice and an invoice with
attached payments. In addition, void invoices cannot be memorized.
Update:
Click this button after changing the invoice number in the grid. It saves the new invoice number.
Preview:
Click to preview the selected invoice and navigate to the invoice page from the preview window. When you print an invoice, its status then changes to printed. You can also export the invoice data.
Refresh:
Retrieves the latest data from the database and displays it on the screen.