Update Invoicing Base In Airtable

A couple of days before the last working day of the month, the Invoicing Airtable base is updated ready to use for invoice descriptions in Harvest & Xero to get ready for the 1st of the month invoicing process.

Updating Airtable - Descriptions For Flexi Plan Invoices

1. Open the Invoicing Airtable base

2. Go to the Descriptions For Flexi Plan Invoices tab

3. Right-click on the Description to copy column

4. Select Edit field from the options list that appears

5. In the Formula box, edit the month and year to that which you are preparing to invoice for

6. Select Save to complete the changes. The description will update itself

7. Always double-check that the description now shows the month and year you will be invoicing for (ref pic below), and edit if necessary

Updating Airtable - Flexi Plan Client List

1. Open the Invoicing Airtable base

2. On another screen open the Client & Team Register Airtable base

3. Go through the list of clients on the Descriptions For Flexi Plan Invoices tab (Invoicing base) and check it against the clients who are noted as Flexi in the Client Information tab (Client Register base)

4. Add and/or remove clients as needed

5. Next check the list of clients against the timers in Harvest, and make sure the description matches. If there is more than one timer, then there needs to be more than one line for that client - refer pic below

Note: If you come across any client timers in Harvest that are not in the Invoicing Airtable base or the Client & Team Register Airtable base, they are likely to be an ad hoc and/or a returning client. For these we will add a line for them in Airtable, using the Harvest timer description in the Description Template column, as they will have an invoice sent at the end of month as well

Updating Airtable - Additional Invoice Descriptions

1. Open the Invoicing Airtable base

2. Go to the Additional Invoice Descriptions tab

3. Click on the Description to copy column box on line 1 (Total Virtual Hours Worked - Over Hours Invoice)

4. Change the month and year in the description to match the period you will be invoicing for (ref pic below)

5. Do the same for lines 2 (Total On-site Hours Worked - Over Hours Invoice) and 3 (Total Charged Over Hours Invoice)