How to Use Invoicing in Arez

How to Use Invoicing in Arez

Introduction

The Invoices & Billing module allows users to generate invoices from approved timesheets, organise billing by client or role, review invoice summaries, add manual charges, and manage invoice statuses before sending to clients.

Only approved and arbitration-confirmed timesheets are included in invoice generation. Unapproved shifts will be excluded automatically.

Accessing Invoices & Billing

1. Navigate to:

Reports & Finance → Finance & Payroll → Invoices & Billing

The dashboard displays:

• Total invoice values

• Draft invoices

• Posted invoices

• Credit notes

• Cancelled invoices

• Existing invoice records and statuses

Creating a Draft Invoice

Click:

+ Invoice

to begin creating a new invoice.

The invoice setup contains four sections:

1. Clients

2. Sites

3. Billing Period

4. Invoice Details

A summary panel appears on the right showing:

• Number of clients

• Sites included

• Draft invoices to be created

• Billing dates

• Invoice number

• VAT

• Grouping type

Draft invoices are created only and will not be posted or emailed until reviewed.

Step 1: Select Client

Choose the client(s) for whom invoices should be generated.

Under Invoice Grouping, select:

One invoice per client (Default)

Creates one invoice combining all approved records for the selected client.

Role Wise

Creates separate invoices grouped by worker roles.

Examples:

• SG Grade A

• SG Grade B

• Shift Lead

• Contract Manager

• SIA Events

Use Role Wise when different billing rates apply to different positions.

Step 2: Configure Site Selection

Choose which sites to include:

All active sites

Includes all active sites under the selected client.

Selected sites only

Generate invoices for specific sites only.

Exclude selected sites

Exclude chosen sites from invoicing.

The summary updates automatically.

Step 3: Define Billing Period

Specify:

• From date

• To date

• Issue date

• Due date

These dates determine:

• Included shifts

• Invoice issue date

• Payment due date

Ensure billing dates match approved payroll periods.

Step 4: Configure Invoice Details

The Invoice Details section allows users to review invoice settings before creating the draft invoice.

Invoice Number

The Invoice Number is automatically generated by the system and assigned to the invoice.

Example:

INV-000034

Invoice numbers are generated sequentially and cannot be edited manually.

Amount Type

Select how tax should be applied to the invoice:

Tax Exclusive
VAT is added separately to the invoice total.

Tax Inclusive
VAT is already included within the invoice total.

No Tax
No VAT will be applied.

VAT Rate

Select the applicable VAT percentage for the invoice.

Example:

20%

Ensure the VAT setting matches the client’s billing requirements.

Create Draft Invoice

Review all selections and click:

Create Draft Invoice

The invoice appears in the dashboard with status:

Draft

Step 6: Review the Invoice Summary

Open the created invoice to review all invoice details before approval or sending.

Select the Invoice Summary tab to view an overview of the invoice, including:

• Client and site/contract information

• Invoice issue date and payment due date

• Invoice period

• VAT percentage applied

• Total hours worked

• Total payment amount

• Site breakdown and contracted locations

• Charge rates applied

• Quantity (hours) billed

• Subtotals and invoice totals

• Terms & Conditions

• Payment information (bank details and payment instructions)

Review these details carefully to ensure invoice accuracy before progressing to approval or sending.

Invoice Views

Multiple views are available:

Detailed Invoice

Shows full billing breakdown.

Worker View

Displays charges grouped by worker.

Site View

Displays charges grouped by site.

Role Summary

Displays charges grouped by role.

Use these views to validate calculations before sending.

Add Manual Line Items (Optional)

Additional charges can be added manually.

Examples:

• Overtime

• Equipment

• Travel

• Radios

• Uniform costs

• Miscellaneous charges

Enter:

• Description

• Quantity (Hours)

• Rate

• VAT

Then select:

Add Line Item

The invoice total updates automatically.

Payment Information

Invoice payment details display:

• Currency

• Account Name

• Account Number

• Bank Name

• Sort Code

• IBAN

• Bank Address

Verify information before posting invoices.

Managing Invoice Status

Invoices can move between different statuses depending on their stage:

• Draft – Invoice is editable and not finalised.

• Posted – Invoice has been finalised/posted.

• Credit – Used for credit notes or adjustments.

• Cancelled – Invoice has been cancelled.

To update the invoice status:

1. Open the Status dropdown (top right).

2. Select the required status:

   • Draft

   • Posted

   • Credit

   • Cancelled

Additional actions available from the Actions menu:

• Delete invoice

• Export to Xero

• Download as:

  • PDF

  • CSV

  • Excel

Troubleshooting

Missing shifts in invoice

Check:

• Timesheets approved

• Arbitration completed

• Billing dates correct

Incorrect totals

Verify:

• Rates

• VAT

• Added line items

• Invoice grouping

Invoice not generating

Ensure:

• Client selected

• Sites included

• Approved shifts exist within chosen period

Summary

The Invoices & Billing module converts approved timesheets into structured invoices, allowing users to group billing by client or role, add adjustments, review calculations, and manage invoice approval before sending to clients.