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Import some previous invoices and change next invoice number
Hi,
I have created an account today with Free Agent, and specified my start date as 29th April 2009.
I used to use Freshbooks, and I do have some invoices on that system on or after that date.
So I need to bring those invoices into Free Agent to keep everything in one place for this financial year. I don't mind manually adding these in as there's only a few.
Can't see how to change the next invoice number anywhere, so how is this done?
I'm also going to create all bills and expenses records in Free Agent, and upload my bank statement. I'm not really sure what the difference is meant to be between Bills and Expenses, so could you explain this?
Regards,
Matthew
I have created an account today with Free Agent, and specified my start date as 29th April 2009.
I used to use Freshbooks, and I do have some invoices on that system on or after that date.
So I need to bring those invoices into Free Agent to keep everything in one place for this financial year. I don't mind manually adding these in as there's only a few.
Can't see how to change the next invoice number anywhere, so how is this done?
I'm also going to create all bills and expenses records in Free Agent, and upload my bank statement. I'm not really sure what the difference is meant to be between Bills and Expenses, so could you explain this?
Regards,
Matthew
I’m frustrated
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Inappropriate?Hi Mathew,
The Invoice numbers are automatically generated for you, based on your invoice numbering scheme and the last used reference for that project/client.
This article might explain things:
http://www.freeagentcentral.com/suppo...
If it doesn't just let me know.
Regarding Bills and Expenses, there is some similarity as essentially they both deal with money out of your business.
Expenses (and we're talking out-of-pocket ones) are for things you pay for personally out of your own pocket, and then get reimbursed by the company, Petrol you buy would be a classic example as would buying some stamps for your business with money you have on you,
Bills are for things you need to pay, but don't have to pay for straight away. A sub contractor invoice would be an example here, where you want to record something you need to pay but not for perhaps 30 days.
This article might help you:
http://getsatisfaction.com/freeagentc...
Does that make sense?
I’m hoping that clears things up
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This answers the question
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This is ok, but myself and others that I have recommended the service to are all looking for a solution that presents us with options to configure invoice numbering as customised.
Ie, we want to implement existing number schemes, and use tokens perhaps, for clients or projects.
For example, my associate said: "I want to have my invoice numbers like INK-0001, INK-0002, PHU-0003, KKT-0004 - global increment, but with client prefix"
Is such a thing possible? If not, how can we "reset" the global invoice number so that it reflects our current invoicing numbers? I want my next one to be #1083, for example, and for concurrent ones to increment accordingly.
This is quite critical. -
Inappropriate?Hi Nik,
You can set client prefixes for invoices in the way you describe. When adding a Contact simply set the checkbox for Contact Level invoicing.
When you create your first invoice add any prefix you like and the next invoice for that contact will remember the prefix and increment the number.
This article does explain how to do it:
http://www.freeagentcentral.com/suppo...
Regarding Global numbering schemes simply define any number when creating an invoice (1083 for example) and FreeAgent will make sure the next one uses 1084 and so on.
Let me know how you get on -
Inappropriate?Is it possible to have invoice numbers like this:
PHU-000001
PHU-000002
VBT-000003
PHU-000004
INK-000005
PHU-000006 -
Inappropriate?Hi Richard,
Yes, that's a perfect example of Contact-level invoicing.
You would select PHU-00001 as the first invoice for the PHU client and FreeAgent will increment all invoices for that client PHU-00002, PHU-00003 etc
This won't effect other contact-level invoicing schemes for other clients.3 Comments Add a comment
This answers the question
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Richard's point is that the invoice NUMBERS should be global, but the PREFICES are specific to each client. It seems that this falls outside of the current possibilities, so I think we're probably looking at feature request maybe? It would be useful.
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I assume "client level invoicing" means actually cutting off the main branch of invoices and having a totally separate invoice scheme. I do not want this.
What I want to do is use GLOBAL numbering i.e. 000001, 000002, 000003 but also prefix these with client IDs e.g. PHU, VBT, INK. So say I did a job for client PHU, then a job for VBT, then a job for PHU and finally a job for INK the invoices would automatically come out like this:
PHU-000001
VBT-000002
PHU-000003
INK-000004
I don't want to have to input anything manually, apart from the client ID and I only want to do this once.
I have built my own project management system but don't have the time to finish it, just too busy on client work. That's why I'm here trying this out to see if it fits my needs.
I think you should really have a way to set patterns for invoices. Either that, or at least have a few set patterns to use. In my own system I assign a "Client ID" to each user which is prefixed to a padded global auto increment field. -
Ah apologies Nik and Richard for the confusion. I was being a bit thick.
There's no way to automatically do this but apart from manually adding the correct prefix to the client.
We'll have a chat amongst the team here, but it probably won't be near the top of our priorities for a while.
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