The difference between issuing the usual outgoing invoice and an invoice based on tracked hours is in the second invoicing step. The process also differs according to the type of project - Fixed price or Time and materials.
Please remember that you can invoice the positions only if you priced the client based on positions, not as a service.
Fixed price projects
1) In the second invoicing step, click on the button "Invoice positions" under the budget item name
2) select the positions you want to include in the invoice. Allfred will display a list of positions that were used in the budget, along with information about budgeted, already invoiced, uninvoiced and tracked hours in the tooltip.
3) The tracked amount will be automatically prefilled. The amount can be edited if needed.
4) In the third step, click on "generate from budget items", Allfred will transfer the chosen positions and budget items to the invoice.
Time and Materials Project
In the case of Time and Materials projects, you will be invoicing based on the actual time spent on the project.
Here's a step-by-step guide:
Step-by-Step Invoicing Process:
Step 1: Invoice Creation
If you start from the project detail page, all the relevant data (brand, billing address, project, contact person, etc.) will be automatically pre-filled.
If starting from scratch, you’ll need to fill in the required fields: brand, billing address, project, contact person, owner, team, legal entity (if multiple exist in your workspace), and bank account.
Step 2: Define What to Invoice
Work category: All created work budget items are listed here. When expanded, you can see a summary of tracked hours.
Select the time range to display tracked hours for the given period.
You can choose to group time entries within each budget item by Date, Month, Position, Task, User, or Week.
Use filters (User, Work Budget Item, Task, or Position) to narrow down the work spent that you want to invoice.
By checking the checkboxes, select the tracked hours you wish to invoice, or select all at once by checking the checkbox of the main light blue row representing all work budget items.
Allfred automatically calculates the total amount. You can edit this amount if needed, and the original amount will be displayed in brackets next to the edited field.
Expenses: All budget items are listed (including default ones like Production, Media & Royalties, and those you’ve manually created).
Mark the expenses you want to invoice by checking the checkboxes.
You can add a commission in % that will be added to the price of received expenses.
Step 3: Invoice Finalization
Specify details like dates, VAT, or attach a purchase order (these fields are displayed based on your role in Allfred)
Insert the text on the invoice.
Click on “Generate from” to transfer all selected items from Step 2. Depending on what you chose in the “Group by” option, Allfred will offer options to generate data from Budget Items or another criterion.
In case you edited the amount in Work items, only "generate from budget items" is available
You can add new rows or change amounts, but the total amount must match the total from Step 2.
Click on "Create" if you are Admin or CFO, or on "Submit for invoicing" for users with lower roles
