Creating Invoices
Gail Esterhuyse avatar
Written by Gail Esterhuyse
Updated over a week ago

Please note: Our platform's design has recently been updated, so you may notice differences in screenshots and videos in this guide compared to the current layout. The steps and functionality outlined in this guide remains the same.

Step 1 - Navigate to Invoices & Create New Invoice

Select Invoices in the side navigation and click the black plus button at the bottom right of the screen.

Step 2 - Choose Your Project

All invoices within Programa are attached to your projects. Simply choose your project and progress to the next screen.

Step 3 - Choose Your Client

Choose the client your wish to send the invoice to from the dropdown list. You can only choose one person per invoice.

Step 4 - Choose Your Due Date

Choose your due date from the dropdown list on the right.

Step 5 - Add a Custom Item

To add a custom entry to an invoice, simply click the 'Add New Item' button and your first invoice item will be created. Custom entries are free-form and can be used however you see fit.

Step 6 - Add Details and Click Save

Step 7 - Add Item from Schedule

To add an item from your Schedules, simple click the 'Add new item' button and choose Add from Schedules.

To select items, choose which schedule you'd like to access, then select the products you'd like to add to your invoice. You can add single or multiple products.

Step 8 - Add from Time Entries

To add an item from your Time Entries, simple click the 'Add new item' button and choose Add from Time Entries.

From the Time Entries window, you can select the time period and the team member whose time you'd like to enter.

The time entries will be aggregated and added as single item and rounded-up to the nearest whole hour.

Tips for Time Entries:

  • If different members of your team have different billable rates, we recommend adding those with the same rate in individual line items, then repeating the process for team members on different rates.

Xero Integration - Assigning Xero Codes to Invoice Items

For those using Xero, when editing each line item of your invoice simply choose which Xero revenue account each line item corresponds to. The accounts visible in the dropdown will be as per your connected Xero account.

Step 10 - Send your Invoice

When your invoice is ready to send, simply click the 'Ready to Send' button and complete the note field, and this information will be included on the invoice your client receives.

Please note you cannot change the recipient (this is chosen automatically when you select the client).

Did this answer your question?