Creating your invoice
In this video, we’re going to show you how to create an invoice.
First things first. If you want your company logo to appear on your invoices, navigate to Settings and Company Logo, and upload your logo to FreeAgent.
Once you’ve done that, there are a few different ways you can create a blank invoice. You could select new invoice from the quick links menu on the overview screen, or navigate to Work > Invoicing and select Add New Invoice. Alternatively, if you’ve set a Project up to manage all your work for a particular job, you can create an invoice from the Project itself.
First, navigate to Work and Projects, select the project you want to attach your invoice to, and go to Add New Invoice. You’ll see that the Project and Contact fields have been filled out already. If your invoice isn’t attached to a Contact, you can choose one from the dropdown menu. Now if you’ve created an invoice directly from a Project, like I’ve done here, you’ll be given the option to add any unbilled time, expenses or estimates for the Project to the invoice, and choose how these are displayed.
Next you need to enter a reference number for the invoice. If this is your very first invoice in FreeAgent, we recommend you use 001. If you’ve created an invoice before, FreeAgent will assign this invoice the next reference number in the sequence. You also need to assign a date to the invoice and enter your payment terms. If you’ve enabled your FreeAgent account to accept payments from customers online, you can select the online payment options you want to offer your customer here. If you want to add some text to the invoice, type it in here. To make this message appear on all of your invoices, select ‘Set default additional text’, and type your message in the pop-up window. To automatically show your bank account details on the invoice for payment, choose the appropriate bank account from the drop down menu. Once you’re happy with the options you’ve selected, hit ‘Create Invoice’.
Now you’ve created the invoice, you need to choose a theme for it. Have a browse through the gallery and choose your favourite design.
Now let’s take a look at the invoice itself. You might remember that I chose to add unbilled timeslips, expenses, and estimates from the Project to this invoice, and you can see these here. If you didn’t choose to do this, or your invoice isn’t attached to a project, you won’t see any items on the invoice yet. To add an item to the invoice, select ‘Add Invoice Item’ and pop in the details.
I’ll just draw your attention to this dropdown menu here, which allows you to choose a unit of time for the invoice line item. You can save the new invoice line item to your price list to use again in the future. If you have just the one line item for your invoice, select ‘Create and Finish’, or if you have more to enter hit ‘Create and Add Another’.
Now let’s take another look at the invoice. As you can see the line item that I entered is now displayed alongside the unfilled timeslips, expenses and estimates for the project. If you realise that you’ve made a mistake at this stage, don’t worry. You can edit the line items or delete them from the invoice. You can also shuffle them around if you want them to appear in a different order.
OK, you’ve created your invoice! To find out how to send it, take a look at the next video.
Sending your invoice
You’ve seen how to create an invoice in our previous video, so let me show you how to send it.
Let’s take another look at the invoice I created. Now if you’re playing catch up on your accounts, and you’ve already sent this invoice to your client, just select ‘Mark as Sent’ in FreeAgent. The invoice is now marked as active, which means your accounts in FreeAgent have been updated with the invoice details, but you haven’t actually sent the invoice to the client.
But if you do want to send the invoice now, you have a couple of choices. You can select Save as PDF, print the invoice out and send it to your client in the post. You can also email the invoice to your client directly from FreeAgent. Let’s take a look at how to do that.
First of all, select Send by Email. The From field will automatically display the name and email address you use to login to FreeAgent, and if you have multiple users on your FreeAgent account, you can send the invoice from them by selecting their name from the dropdown. You can send the invoice to more than one person – just separate each email address with a comma. The subject line will automatically appear as the invoice reference number, but you can edit this if you want to.
As you can see, the invoice is attached as a PDF, but you can attach other documents here as well, like your terms and conditions, or any images of your work-in-progress. There is some default text in the message box which you are welcome to use, but if you’d prefer to write your own message here, just type it in. A link to your referral code is included at the end of the email. Give the email a quick once over, and when you’re happy with it, just hit Send. FreeAgent will now fire the invoice across to your client.
After you’ve sent an invoice, it’s no longer marked as Draft. It becomes active in your FreeAgent accounts and is marked as Open in your invoice history. To review the sent invoice, navigate to Work > Invoicing, use the Open or Overdue filter from the dropdown menu and choose your invoice from the list.
So that’s how you create and send an invoice in FreeAgent. Job Done!