Two projects on one invoice?

Perhaps. I guess then I'd have to make the projects so general as to only really be representative of clients, and then add tasks as "projects"

For example, for one client during one month I completed both an annual report and a newsletter. I just assumed that it would make sense to list those both separately as projects.

But if I look back at the interface, I have to select both a client and then also a project name. I guess I'd have to create only one project for each client, something generic, and then only track tasks from there? I haven't really checked out the tasks but I can look into it.

The only thing though, is it seems to make the projects the exact same thing as the clients. Do you see what I mean?

I'm in a similar situation. My clients (whom I often subcontract for) think of a project as "create this blog" or "prepare this presentation", and these are very distinct in both our minds. I'd like a way to keep the current projects (with budgets, tasks, etc, etc) and be able to represent more than one project on an invoice.

ooo I was almost sold on this until I found you cant add more than one project to the same invoice. I know my clients would get a bit annoyed with individual invoices.

But yes if you can work on that then I consider having a look again in a few months.

Nice idea Ed, but seems a little long winded to me when at the moment I just tick box the projects and hit an invoice button, bish - bash - bosh! :)

Rinse and repeat editing here and there just doesn't fit in a sole traders time schedule! :)

I too need to invoice several projects in the one invoice. Each project has it's own set of tasks and additional invoice items but instead of printing out 10 invoices I'd just want one.

Other than copying out all the info from freeagent and into an indesign invoice template I've got, I don't see how I can do this within FA. You say:

* Create an invoice for the first project, adding time and expenses as required.

* Edit the invoice details, switching to the second project and again adding time and expenses from that one.

* Rinse and repeat

But how do you "switch" to a subsequent project and then add all the tasks assigned to that project?

Hmm...

I'm not very happy with the way multiple projects need to be added to one invoice.

Bothisbetter describes pretty much my feeling: "I guess I'd have to create only one project for each client, something generic, and then only track tasks from there? The only thing though, is it seems to make the projects the exact same thing as the clients. Do you see what I mean?"

I've tried the suggested "solution" and it works. However, it's not very clear how it can be achieved.

Tony Cook gives a good description of my confusion doing it the first time: "But how do you "switch" to a subsequent project and then add all the tasks assigned to that project?"

Once done, the invoice is still identified by "Contact and project". That is: one project. In my case, the last added project (if I'm right). Not any indication that there are multiple/other projects billed at the same invoice.

All in all, it's not that straightforward as I'd love to see.

That's correct. The invoice is classified as belonging to the last project that was added.

ie if you have three projects: ProjectA total £10, ProjectB total £10, & ProjectC total £10. You then add all three to one invoice sequentially. You will then have the projects listed for "Already Invoiced" as this: ProjectA total £0, ProjectB total £0, & ProjectC total £30.

This is inaccurate as they have all been invoices but just on a combined invoice, but it only looks as Project C has been invoice but not for the correct sum. This makes referencing past invoices complicated.

I think that this all stems from the way 'Projects' and 'Tasks' have been defined by FA. To me a project is 'design website', 'design stationary' etc and a task is 'create concepts', 'colour correct photos', 'artwork' etc

Hopefully this will be improved in time... fingers crossed.

Wouldn't this solve it...

Lose Project/Contract from the invoice creation page...


And stick it to the ADD item list...


That way projects can be added with Tasks assigned to them and all the projects on the one invoice would be under the same invoice number. Ideally it would be ideal to have the project creation page assign a unique project number to each created project so they show on the invoice itemisation aswell. (note Im added project numbers myself in the project title)

Yes?

Yes that would work to a degree, although the Project/Contact could be listed several times on some jobs - for example if a project as a print element to it (or other external costs) - if the project total is made up of several components. But even so, you method would seem more logical, as each item listed on the invoice would be tagged with the Project/Contact code so each Project/Contact would be able to track what has been invoiced for it and then the "Already Invoiced" field would be accurate.

Looks indeed more logical to me.

However, if I try to add an invoice item there's no drop down field for "Project/Contract" here :\

I can see Qty, Details, Unit Price and VAT (=BTW in the Netherlands), but no Project/Contract. How do you guys get that field over there?

I just made it up in Photoshop newoceans, it's not like that here either :)

(I was just suggesting thats how it should be) :)

You're a genius! :D

@ Tony, wouldnt the other elements of the same project be listed as Timeslips and tasks though? eg....imagine this is the one invoice...

Inv. No. 232 - CLIENT NAME

Project No.321 - 40 page A4 brochure

(timeslip) Design
(task) Layout of the pages = £1500
(task) Corrections = £200

(timeslip) Photography
(task) 2 day shoot = £500
_____________________________________

Project No.322 - 2 page leaflet

(timeslip) Design
(task) Layout of the pages = £100

Is that what you mean?

@ andy, there is no such field as 'timeslip'?

But yes, you're right. But my point was as each invoice item will contain the "Project/Contract", 'details', 'qty' & 'unit price' fields - by using you idea the invoice would be laid out like:

Inv. No. 232 - CLIENT NAME

Project No.321 - 40 page A4 brochure: 15hrs: (task) Layout of the pages = £1500

Project No.321 - 40 page A4 brochure: 2hrs: (task) Corrections = £200

Project No.321 - 40 page A4 brochure: Service: (task) 2 day shoot = £500

Project No.322 - 2 page leaflet: 1hr: (task) Layout of the pages = £100

Ah yes good point, that'll get messy.

The add Timeslip button shows up on the new project page...


I also think these buttons should be swapped around, with invoice on the far right so its more of an natural order...

Create Project
Add Timeslip
Add Task to that Timeslip
Do work and track time
Job Done
Invoice.

:)

You still don't have a timeslip field listed on your invoice - this page is just a means of adding time to a given task.

You're right with the button order - it make it more logical. We never add timeslips via this screen, we tend to use the 'time tracking' screen or the stand alone app 'Timepost' which integrate into FA.

Everyone uses FA slightly differently so having mulitiple ways of accesses various elements of FA is a good thing.

Yer me too, I was just suggesting that when a project is added to a invoice (rather than invoice to project as it is now), you'll get the option to add all the tracked timeslips already linked to that project to it. i.e by the time you come to invoice, the projects are all packaged up in their own little packages of time tracked and if you want to you can still add individual items to it....for those jobs that don't need any time tracking.

Nice discussion going on here ;)

To make it even more complex: I'm not sure if projects need to be related with invoices. Imagine, there's a huge project split into several invoices...

I'm not sure (just started using FreeAgent with a trial), but the way I look at it is:

- One project can contain many timeslips.
- One timeslip however, can be assigned to only one project.

- One task can be added to many timeslips.
- One timeslip however, can contain only one task. (not sure here)

- One invoice can contain many timeslips.
- One timeslip however, can be added to only one invoice.

The normalization of a relational database would give this result.



Hence, the invoice is not related to projects vice versa, but to timeslips. And when all timeslips of a project are added to an invoice, it's clear that the complete project is being invoiced.

Does this make any sense?

Hmm, now I see there's a thing called timesheet too. Haven't used this, so don't know how to add this to the scheme...

@andy

"you'll get the option to add all the tracked timeslips already linked to that project to"

You already can?

@newoceans

One project can contain many timeslips.
One timeslip however, can be assigned to only one project.

One task can be added to many timeslips (for that particular project only)
One timeslip however, can contain only one task.

One invoice can contain many timeslips.
One timeslip however, can be added to only one invoice.

All statements correct

Additionally:
One project can contain many invoices.
But they way it is set up at the moment: One invoice can be linked to only one project. Which is the problem we would like to see changed.

I feel your confusing newoceans....I was and think I still am a little confused over all this timeslip/tasks malarky.....hehe....I think though for a big project that warrants several invoices, (this is how I would tackle it anyway)....for example say a website had 2 parts of design and build...both needing to be on separate invoices, I'd just create two projects for it....eg.

Job No. 231 Website design - Inv. No.1
Timeslips/tasks enclosed

Job No. 231 Website build - Inv. No.2
Timeslips/tasks enclosed

The job numbers would be the important thing here so you can see that 2 invoices are for the same job (I also name the job folders on my Mac with the same Job number).

Two invoices, same project assigned to same client ...and each with their own Tasks listed.

Timesheet I would say is for mass adding of weekly times....more specific to people on contract/retainers with companys working fixed hours a week.

Yer Tony, sorry I meant to say that was the bit to keep in. :)

@tony

One project can contain many invoices.

I do agree ;)
That's also what the scheme says:

- One project can be billed by many invoices
- One invoice can contain many projects

The relation via timeslip makes this possible, because that's how project and invoice - I think - should be related.

@ Andy

Yes, I can imagine creating two projects (for what actually is one and the same project) because it makes invoicing easier. However, this can't be the way it's meant to be - I guess ;)

I personally don't see how creating multiple projects for the same project would make this simpler - surly it's makes it more complex? You can already have multiple invoice listed under a single project. We part invoice on bigger projects.

We either invoice a job with a fixed price (from a quote - which is another feature which should be added) or it's based on our hourly rate, the Timesheets are used to either give us the total to invoice or to see how close our original quote was (so we can learn from our under quoting mistakes).

I think we all agree that the current method of adding multi projects to one invoice is a little lacking... and figures crossed will be improved in future builds, as I for one have more the 50% of invoices with multiple projects on them.

Hopefully Ed will see this thread and incorporate Andys suggestion of moving the project/contact field into the add task window.

To prevent misunderstandings (my English terrible, I know;)

I agree that creating multiple projects for the same project is not a good idea. Just wanted to say I can imagine some people prefer to split up a project into multiple projects.

Personally, I don't.

Don't worry newoceans you're doing fine with the english....I bet mine is worse at times! :)

Ahh I didnt realise you could do multiple invoices for the same project.

The Dutch have a better grasp of the english language then some english do!

Dank jullie wel voor deze aardige woorden :D

@Tony

I'd say: spread the word!

Wow, what a thread. I'd like multiple projects in one invoice too. Ed's technique does work but again, I don't really like it. I think choosing the project in the 'Add Invoice Item' area makes sense. Allow the user to add their items in the Invoice creation screen by inserting rows much like you do when you add timeslips.