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Client Invoice Creation

Process Details

Background

We create 1 invoice per client per month.

The easiest is if you perform below steps and create an invoice whenever there is a position and no invoice exists yet.

Prerequisite

  1. The monthly-timelog-review has been finished

  2. The license-invoice-preparation has been finished

Process

Create Invoice

Important!

See the client-specific notes below Client-Specific Notes

  1. Each account-manager
    1. gets a list of active clients, by channel (TODO: need to generate it automatically)
    2. for each Channel
      1. logs into the right bexio instance
      2. for each client on the list
        1. Create the Invoice in bexio, making sure that the following is correct:
          1. Contact Person / Email (typically accounting@... or invoice@... or office@... or finance@..., correct it in bexio contacts if wrong)
          2. Date
          3. VAT (depending on country of domicile)
          4. correct bank account depending on Currency
          5. Note about "Reverse Charge" procedure for foreign companies
        2. go to Teams > Power Partners\Invoicing\monthly\$month$\..._final\by_account_manager\$your.name$\$channel$
        3. for each Time&Material Timelog PDF of the client (if any)
          1. creates or adjusts an invoice line, using the appropriate bexio product
          2. adjusts the from/to
          3. sets the service period
          4. sets the correct account
          5. attaches the time log PDF
          6. sets the attachment to viewable in bexio
          7. sets the date to the last day of the previous month
        4. for each Retainer Timelog
          1. TODO
        5. for each Fixed Price Invoice Line
          1. TODO
        6. Open the Power BI dashboard (Bericht) pax dashboard in powerbi.com or in MS Teams
        7. for each licensed product (if any):
          1. create or adjust the invoice line for the license in bexio
          2. Select the month (if you are on the 8th of March 2023, select Mar 2023)
          3. Select the client, one at the time
            license-dashboard.png
          4. Create or adjust an invoice line with the bexio_sku shown in the report.
            1. Import the product
            2. For AG, you need to add the currency code EUR or CHF to the SKU (product code)
            3. For BV clients with an address outside of BE, you need to select ULA
            4. For new licenses with pro rate, you need to adjust the amount
            5. For Azure, you need to set the amount
            6. Fill in the details in the product description, according to the template (date, etc.)
              license-invoice-bexio.png

Checklist

  • There is an invoice for active each client
  • There is an invoice line for each Time & Material order
  • There is an invoice line for each Retainer order
  • There is an invoice line for each Fixed Price order
  • There is an invoice line for each licensed product
  • Each invoice is sent to the client

Client-Specific Notes

pwrp WF

AZ Jan Portales

invoice send to crediteuren@azjanportaels.be and cc to: tessa.vanpraet@azjanportaels.be

beMatrix

The adress must be: Stedi, Sportstraat 205, B-9000, BE 0867445462

Xsys Global

  • Add Order No to the reference: 4501894225

pwrp ZH

stihl

  • use the Bestellung-Nr as a reference

Leisibach

  • you need to backdate the date to the last date of the previous month

Sonical

  • you need to create all invoices to sonical

  • there should be 1 invoice per client

  • you need to backdate the date to the last date of the previous month

  • typically, you can combine the timesheets into a single invoice (because there is not specific order in bexio)

itsi

  • all invoices go to itsi