How To Create An Invoice For A Project

Who: This process is for the Office Administrator to undertake

What: This process shows you how to create an invoice for a project client

When: This process is done when you have an invoice to create for a project client

Why: This process is completed to ensure project clients are invoiced correctly

Once a project has been completed, the head VA on the project will create a task in Teamwork for the Office Administrator to invoice the client. This is often followed by a message in direct chat to let the Office Administrator know a task has been assigned to them.

Invoicing A Project

1. Open Harvest > Invoices > Overview

2. Click on the green + New Invoice button

3. Choose the Client name from the dropdown

4. Select Create and invoice for tracked time, expenses, or fixed fees

5. Click on the green Choose Projects button

6. On the next screen select on the project/s that you want to invoice. Note: there may be multiple projects at any one time for a client, so double check the Teamwork task to make sure you invoice the correct one/s

7. Under Billable Hours select All uninvoiced billable hours. Projects can span more than one month, so this ensures that all time is charged to client

8. Click on the green Review Invoice button

9. Use the name of the project for the Subject line, eg Project / Email Signature Design

10. Change the Item Type to Project

11. Under Description remove the date range text, leaving the project name (same as step 9)

12. Add any other notes that are needed, for example, website builds are split into 2 invoices - one for the deposit, and the second for when the work is completed and the website is live, so the notes will reference this eg Fixed Fee / Website Design - 50% Upon Completion. This description is also used in the subject line, so the client can differentiate between the deposit and the final invoice, and so it doesn't look like we are charging twice for the same thing

13. Check that the amount is correct, keeping in mind whether it is a Project timer (billing for hours used) or a Fixed Fee timer (one set price)

14. Click on the green Save Invoice button

15. On the next page click on the Actions dropdown, and select Copy To Xero

16. Go into Xero > Invoices owed to you > Draft

17. Open the draft invoice you have just created

18. Check that the reference, description and totals are all correct

19. Click on green Approved button

20. Once approved we click on the Email button at the top on the right

21. Check that the email address is prefilled and correct. If it is a deposit invoice, then you will need to add a note into the message section after the first line that says "Once the deposit has been received the team can start on your project"

22. Click on the green Send button