Customising Invoices
There are a variety of ways you can control the output of the invoice for your job:
Address for Invoices
By default, the Name and Email address for the Contact in the 'Client Contact' field on the project will show up on the invoice under "Billing Address". You can overwrite the email address that appears by using the 'Address for Invoices' field.
- Navigate to your project
- Under the 'Details' tab, fill in a new email address in the 'Address for Invoices' field
- The sales invoice will mimic this field
Billing Information
By default, the Client Contact Name and Address for Invoices fields from the Project appear under the 'Billing Information' header in the top-left of the invoice. You can overwrite this which custom text by filling in the 'Billing Information' field on the Project.
Invoice Grouping
If you would like to group the items on the invoice by a particular work stream, code, work order, LEX number, etc you can use the 'Invoice Group' field on an Assignment (for Timecards & Expenses), Milestone, or Misc. Adjustment.
- Navigate to your project
- Click into an assignment, milestone, or misc. adjustment you wish to group under a header
- Fill in the 'Invoice Group' field with the header you wish to use
- Repeat step #2 for each assignment, milestone, or misc. adjustment you wish to group
Invoice Group Sort Order
As a continuation of 'Invoice Grouping' above, if you would like to change the order the groups appear, you can set the 'Invoice Group Sort Order' field on the Assignment, Milestone, or Misc. Adjustment and the group will sort alphabetically ascending.
- Navigate to your project
- Click into an assignment, milestone, or misc. adjustment you wish to order
- Fill in the 'Invoice Group Sort Order' field with the relevant order
- Repeat step #2 for each item you wish to order
Note, contrary to intuition, if you put numbers into 'Invoice Group Sort Order' it will not sort as expected. E.g. Numbers 1 to 20 will sort as 1, 10, 2, 20, 3, 4, 5...
For this reason, we recommend you use the letters A-Z to sort instead.
Single Purchase Order per Project
Apex Business cannot generate multiple invoices for a single project. Therefore, if your project has multiple purchase orders please split it into a project per workstream and use Parent Projects (below) to combine them onto the same invoice.
Parent Projects
You can link multiple projects in Apex Business to a single 'parent' project which has 2 benefits:
- All billable items (timecards, milestones, expenses) for the child projects will rollup to the parent and produce a single invoice at End of Month. This invoice will be sent to all job managers of the child projects.
- The financials for the child projects will rollup to the parent, allowing you to track total spend across all child projects against a single overarching budget
To create a parent/child relationship:
- Firstly create a parent project in Apex Business. This is no different to creating a normal project. Ensure you add a purchase order number to the parent project as this will appear on the invoice.
- Then, for each project you wish to become a child of the parent:
- Open the Project
- Under the details tab, fill in the 'Parent Project' field with the parent you created in Step #1