How Do I Memorize Invoices?

Web Suite enables you to schedule invoices for automatic processing. Scheduled memorized invoices add to the current time-saving Web Suite workflow shortcuts for recurring invoices, billing schedules, and billing frequency reminders.

The Memorize option works for manual invoices only.

To memorize invoices:

1. Open Memorized Invoices screen from the Billing menu.
2. Click Create Invoices and choose the desired option—Using Manual Invoice, Using Invoice Review or Using Retainer Management. Accordingly, it takes you to that screen.
3. Do one of the following:

• Manual Invoice: In the Manual Invoice screen, process a new invoice and select it from the Invoice Number drop-down. Else, select an existing invoice to memorize. Click Options and select Memorize.
• Invoice Review: In the Invoice Review screen, select an existing manual invoice on the grid. Click Action and select Memorize.
• Retainer Management: In the Retainer Management screen, select a retainer invoice on the Payment tab. Click Memorize.

4. It opens a screen with the invoice number and amount pre-selected.
5. Type a Name for the memorized invoice and enter a detailed Description as well.
6. Enter the desired Schedule Settings, including the Frequency. For example, you can select Monthly to generate memorized invoices each month.

The schedule you set can go on forever, repeat a set number of times, or begin and end on specific dates.

7. In the Notify Settings section, specify who should process the memorized invoice by selecting that ID from the list. Else, set it for automatic processing.

In case of automatic processing, you can specify whom to notify about it via email.

8. Assigning an invoice number is automatic. Select whether to use the next sequential invoice number available in Web Suite or specify a custom number.

9. It is a good practice to Release Time or Release Expenses with the memorized manual invoice by checking the appropriate option.

By doing so, time and expenses (WIP) are associated with the invoice, enabling you to check profitability reports. The invoice may or may not print the time and expense details. It depends on the invoice format selected for the contract type or project.

10. Enter a Memo for additional notes. Check ‘Use memo on invoices’ option if you want to display this memo on the memorized invoice.

If available, Web Suite does not carry forward the Manual Invoice memo to this screen. When the above option is checked, it replaces the existing invoice memo to print on the invoice.

11. When you have finished, click Save and then Return.