Creating an invoice or request for invoicing can be done from various places within Allfred:
Projects section (List of projects) - via the "Actions" button.
Project Detail: via the "Actions" button.
Budget Item in Project Detail: Clicking on the "Invoiced" amount next to the budget item and then clicking on the "Invoiced" button.
Finance - Request for invoicing - via the "Add New" button.
Proforma or Outgoing Invoices: via the "Add New" button.
You can select the type of invoice you need to issue: whether it's a proforma invoice, an outgoing invoice, or a credit note. In each case, you'll be guided through a billing process consisting of similar steps.
Issuing an invoice or request for invoicing is divided into 4 steps.
1) Project details
In this 1st step, some data is automatically filled in when you issue an invoice from the List of projects or project details. If you issue an invoice from other locations, you must enter the following information:
Brand/s or multiple brands of the same Client
Billing address (all the billing addresses created under the Client are available)
Project - you can select multiple projects of the same type ("Time & materials" or "Fixed price") at once
Project Contact person (is optional in case of manual invoice creation)
You'll also find a "Reset billing address" checkbox in this step. Use it if you've made changes to the billing address directly within the invoice and want to discard those changes and revert to the default billing address saved under the Client.
Attaching files to the invoice
Files to attach to the invoice will appear in this 1st step of invoicing. Files need to be in PDF format and uploaded either in Brand documents or Project documents. In case of attaching a PO, you can also do that in the 3rd step of invoicing.
2) Budget items
In the 2nd step of invoicing, select the budget items that you want to invoice with the required amounts. When clicking on budget items, you can edit the value that you want to invoice. The uninvoiced value of budget items is automatically displayed.
You can enter any amount here - lower than the budgeted value, exactly matching it, or higher than it. Allfred does not restrict invoicing to the budgeted amount, so you're free to invoice whatever amount fits your situation.
If a budget item is already fully invoiced (its uninvoiced value is 0), it won't be selectable by default. To invoice an additional amount on top of it, check the box in the top-right corner of this step to reveal fully-invoiced items, select the item, and enter the extra amount you want to add.
💡 You also don't need to match your budget to the invoiced amount in order to finish or close a project - projects with an overinvoiced or underinvoiced budget can still be finished.
3) Invoice details
In the 3rd step, insert the invoice details. The fields displayed during the invoicing process depend on your role in Allfred.
If you are a Project manager, Team Leader or Managing director, you can create the "Request for invoicing" (RFI) only. Your CFO will be automatically notified to check the request and issue the final invoice.
To complete the RFI, insert the details:
requested date of supply
currency
purchase order number (optional)
proforma invoice (in case of creating the billing invoice)
required text on invoice and invoice items description = Use the "Generate from budget items" button to transfer budget items and amount defined in step 2 automatically
note and internal note (optional)
As a CFO, you can see more fields in the 3rd step than lower roles. To create a final invoice, complete the following information:
Issue Date
Due date (will be filled in automatically based on billing address settings)
Payment method – select how the invoice will be settled (e.g. bank transfer, cash, card). It's printed on the generated invoice PDF and can also affect the automatically filled due date, depending on your billing address settings.
Check the text on the invoice and Invoice items - Work description
Check the amount in the currency
"Show quantity" toggle – when switched on, adds a quantity column to the invoice line items on the generated PDF. Useful when you want to display, for example, the number of units, hours, or pieces billed for each line item.
"Show accounting details" toggle – when switched on, lets you assign a revenue account and a cost center to each invoice line item. This is used to connect your invoicing data with your accounting/bookkeeping, so each invoiced item is correctly classified once it's exported or synced to your accounting system.
Whether these two toggles are switched on or off by default can be set in Profile → Settings → Financial → Invoices options.
Revenue accounts can also be pre-filled automatically based on the type of the budget item - this is configured in Settings → Financial → Revenue account classification.
For more details on setting this up, see How to Set Up Expense and Revenue Accounts in Allfred (Accounting Accounts).
Cost centers are managed separately under Settings → Financial → Cost centers.
4) Submit for invoicing / Create an invoice
Buttons at the end of the process are displayed according to the role you are assigned in Allfred.
If you are a Project manager, Team leader, or Managing Director, you can use the buttons Save as draft or Submit for invoicing (unless you have defined otherwise in your version - by personal agreement).
If you are a Financier, CFO, or Admin, you have the right to "Create Invoice".
By issuing an invoice, you generate an invoice, and at the same time, a .pdf document is automatically generated.
You can find the invoice in the "Outgoing invoices" section. The requests for invoicing are listed in the Request for invoicing section.
