Materio makes it easy for everyone to track and invoice for incidental [billable] expenses quickly. Billable expenses are typically unplanned expenditures during projects that weren't projected in the scope of work. These include shipping, delivery, specialized tools, consumables, business meals, sample materials, and any other miscellaneous expenses that must be billed to the client.
Step 1
This guide assumes you have already entered your expenses. If you have not, here's an article on how to input expenses.
Create a new invoice by opening a project, clicking on Finances, the Billing tab, and then the + New button.
Select new invoice.
Step 2
Enter the standard invoice inputs such as the client, invoice and payment dates, tile, memo, and any legal terms.
Step 3
Click Add invoice items and then Expenses. If you haven't yet entered your expenses, here's a how-to article.
Step 4
Add the expenses for the time period you wish and adjust the Markup and Sales tax.
Date: The date range at the top right of the dialog box can be configured to isolate expenses for time periods.
Choose which expenses to include (or exclude): Use the column-header checkbox to select all of the expenses. You can also select and deselect individual expenses.
Markup: Input the markup at the column-header level to populate that percentage across all expenses.
Sales tax: You should review this with your bookkeeper, accountant, or CPA to ensure you're collecting the proper amounts on any goods or services. This input functions like the Markup field, where the column header populates the field below. The fields can also be input individually.
Once you have selected the expenses and configured the markup and sales tax, the next thing to do is add them to the invoice by clicking the Add expensesbutton.
Notes:
Backups, the documents attached to the expenses (typically receipts), will be available for the client to view only if the
Markupis 0%. This is a measure to be transparent if expenses are not marked up, and the costs are hidden when marking up expenses. The paperclip icon indicates that the client can view the documentation, while the struckthrough eye icon indicates those documents will not be visible.You can set the
MarkupandSales taxfor all expenses by inputting a percentage next to the column headers. You can also modify individual expense percentages, which will be highlighted if they differ from the column header expense.
Step 5
If using MaterioPay or Stripe for payment processing, review the payment options and who will cover the processing fees. Review any project-level fees and toggle them off if they aren't necessary for the invoice.
Review the draft invoice for accuracy and, once satisfied, send the invoice to the client.
Now, the invoice for expenses marked up and with sales tax applied has been sent to the customer for review and payment!
If you have QuickBooks connected, a green checkmark should indicate it has been synced. The chainlink icon can be used to view the invoice in QBO.
What the Client Sees
The client will receive an email notifying them of the invoice and providing a link to view and pay (if using MaterioPay or Stripe).
Checkout
Once the client clicks View invoice from the email, they will be taken to a page view and pay the invoice.
Note: The client does not need a Materio login to view and pay the invoice. Anyone with the link can also do so.
Online checkout: Invoice Details View
Online checkout: Payment View
Related How-To:
Feedback, issues, or questions? Email us at hello@materio.co.