How Do I Finalize Draft Invoices?

Web Suite does not add a draft invoice to the receivables of a company until you finalize it. During the review and approval process, the invoice can be reversed, additional billing decisions made, and processed again as a draft invoice (or a final invoice) until you are satisfied with its content.

You cannot create a late fee invoice for a draft invoice.

Process Draft Invoice

Do the following to process a draft invoice:

1. Open Billing Review screen from the Billing menu.
2. Select View By: Project and then select the desired projects in the From-To fields.
3. Select the desired Period and Date From-To and then click Refresh.
4. Various billing records appear in the grid. Mark the Bill box for the desired projects.
5. Click Draft. Web Suite removes the billing record from the grid and creates a draft invoice.
6. Click Close.

Finalize Draft Invoice

To finalize a draft invoice:

1. Open Invoice Review screen from the Billing menu.
2. Click Refresh. All the invoices appear in the grid.
3. Now select the Draft status check box and again click Refresh.
4. The draft invoices appear in the grid.
   
   Draft invoices display angle brackets <>around the invoice number. In addition, a new Process Invoice option appears only for the draft invoices.

 

5. Select the draft invoice and click Print to preview or print it.
   
   A DRAFT watermark displays on all pages of a draft invoice.

 

6. If the draft invoice needs substantial changes, click Action and select Reverse (or Void), modify the billing record in Billing Review and then re-process it.
7. To finalize the draft invoice, click Options and select Process Invoice. The invoice row disappears because it is no longer a draft invoice.
8. Uncheck the Draft filter and click Refresh. This final invoice displays in the grid with other invoices.
9. You can print or email the invoice to the client. When you have finished, click Close.