Overview


Invoice management is a complex task for staffing agencies, consuming significant time and resources from accounting teams as they prepare and send invoices to clients on a timely basis. NextCrew 2.0 simplifies this process dramatically through an innovative batch invoicing feature that transforms how you handle multiple client invoices.

Batch invoicing allows you to select all approved records for a specific time period and create invoices for multiple clients simultaneously—instead of generating invoices one at a time. This approach reduces manual work, ensures consistency, and maintains complete audit trails of when and who created each batch of invoices.

Key Benefits

  • Efficiency: Create multiple invoices at once instead of processing individually
  • Consistency: Apply uniform configuration settings across all invoices in a batch
  • Traceability: Track creation timestamps and user accountability
  • Flexibility: Choose between estimated and actual rates, and select billing options per client, per order, or per your client specifications

Video Overview




Navigation

To access the invoice creation feature in NextCrew:

  1. From the main dashboard, locate and click on the Accounting module in the left sidebar navigation menu and select Invoice Batches
  2. Click the Create New Batch button to begin the batch invoicing process
  3. Alternatively, you can create an invoice directly from an order by opening the order and clicking the lightning icon in the system tray, then selecting Create an Invoice


Functionality Overview : The 4-Step Invoice Creation Process


Step 1: Create a New Batch

This is where you select all the transactions you want to include in your invoice batch.

  • Click Create New Batch from the Invoices screen
  • Select the time period (e.g., all approved timesheets for the current pay period)
  • The system displays all approved records available for the selected timeframe
  • Review the records to ensure all necessary transactions are included
  • Proceed to the next step once your selection is complete


Step 2: Click Preview & Add

Before finalizing, preview your batch to confirm invoice generation details.


Preview functionality:

  • View a summary of how many invoices will be generated
  • See the total invoice amounts across all clients
  • Verify that the records selected are correct
  • Review any warnings or notes about the batch
  • Return to Step 1 if adjustments are needed


Step 3: Select Your Options

Configure how invoices will be created by choosing from three key settings:


a) Rate Type: Estimated vs. Actual

  • Estimated: Uses the hourly/billing rates assigned to the job
  • Actual: Uses rates based on actual timesheet entries or agreed-upon rates
  • Note: You cannot convert an estimated invoice to actual after creation; choose carefully before proceeding

b) Invoice Grouping Option

  • Per Client: Creates one invoice containing all work for that client during the period
  • Per Order: Creates a separate invoice for each order/assignment
  • Use Client Specification: Applies the billing preference configured in each client's profile

c) Include Timesheet Attachments

  • Enable this option to automatically attach supporting timesheet documentation to each invoice
  • Useful for clients who require detailed backup documentation
  • Disable if you handle attachments separately

Step 4: Click Add to Create Invoices

Once all settings are configured:

  • Click the Add button to execute the batch invoicing operation
  • The system processes all selected records and generates invoices according to your specifications
  • You'll receive a confirmation message with the number of invoices created
  • Invoices are now available for review, editing, or sending

Viewing and Managing Created Invoices

After invoices are created, you can access them by clicking on the Invoices screen from the main menu. From here you can:

  • View: See all created invoices with their status, amounts, and client information
  • Edit: Modify an invoice to add expenses, adjust line items, or update information
  • Send: Transmit invoices to clients via email or download as PDF
  • Track: Monitor payment status and reconciliation

Editing Invoices After Creation

Adding Expenses

To add additional expenses to an invoice after it's been created:

  1. Navigate to the Invoices screen
  2. Locate and click on the invoice you wish to modify
  3. Click the Edit button
  4. Scroll to the expenses section
  5. Click Add Expense and enter:
    1. Expense category or description
    2. Amount
    3. Tax treatment (if applicable)
  6. Click Save to update the invoice

This is useful for adding reimbursable costs, rush fees, or other charges not captured in the original timesheet data.


Additional Notes

Understanding Invoice Snapshots

When an invoice is created, NextCrew generates a snapshot of the associated timesheets at that moment. These snapshots are preserved with the invoice to ensure that:

  • The invoice accurately reflects the data at the time of creation
  • Subsequent changes to timesheets don't affect previously sent invoices
  • You have a complete audit trail and historical record
  • Disputes can be resolved with exact documentation from the invoice date

Configuring Invoice Numbers

To start invoices with a specific invoice number sequence:

  1. Go to Settings → Configuration
  2. Find the Invoice Number setting
  3. Enter your starting number or numbering pattern
  4. Save your configuration
  5. Future invoices will follow this numbering scheme

Integration with QuickBooks

NextCrew provides seamless integration with QuickBooks for accounting reconciliation:

  1. Navigate to Reports within the Invoices module
  2. Select Export to QuickBooks format
  3. Download the exported file
  4. Import the file directly into your QuickBooks accounting system
  5. This eliminates manual data entry and reduces accounting errors

Frequently Asked Questions

Q: Why should I create invoices through batches?

A: Batch invoicing offers multiple advantages. It allows you to create multiple invoices simultaneously while maintaining detailed records of when batches were created and which team member created them. Additionally, it enables you to apply your organization's configuration settings uniformly across all records in the batch, ensuring consistency and reducing manual work.


Q: Can invoices be created automatically?

A: Automatic invoice generation is on the roadmap for Q1 2025. This future enhancement will allow you to schedule recurring invoices or trigger them automatically based on timesheet approvals. For now, batch invoicing remains the most efficient method for creating multiple invoices at once.


Q: How can I add additional expenses to an invoice?

A: After creating an invoice, click the Edit button on that invoice. Scroll to the expenses section and click Add Expense. Enter the expense details (description, amount, and tax treatment if applicable), then save. The invoice total will update automatically.


Q: Can I convert an estimated invoice to actual?

A: No, estimated invoices cannot be converted to actual invoices after creation. You must choose your rate type (estimated or actual) carefully before clicking Add to create invoices. If you need to recreate an invoice with different rate types, you'll need to create a new batch.


Q: How can I start invoices with a specific invoice number?

A: Use the system configuration settings. Navigate to Settings → Configuration → Invoice Number, enter your desired starting number or numbering pattern, and save. All future invoices created will follow this numbering scheme.


Q: Can I delete an invoice?

A: Yes, invoices can be deleted if you have the appropriate permissions. The ability to delete invoices is controlled by your user role and permissions settings. Contact your system administrator if you need delete permissions.


Q: What happens if a timesheet is changed after an invoice has been sent?

A: When an invoice is created, NextCrew captures and preserves a snapshot of the timesheets at that specific moment. This snapshot is attached to the invoice permanently, ensuring that any subsequent changes to timesheets do not affect the already-sent invoice. This protects the accuracy of sent invoices and provides a complete audit trail.


Q: Can I integrate NextCrew invoices with QuickBooks?

A: Yes. NextCrew provides a report export feature that allows you to export invoice data in a format that can be directly imported into QuickBooks. This streamlines your accounting process and eliminates the need for manual data entry between systems.


Q: Can I create an invoice directly from an order?

A: Yes. When viewing an order, look for the lightning icon in the system tray. Click it and select Create an Invoice. This allows you to generate an invoice for that specific order without going through the full batch process.

Tips for Success

  • Best Practice: Review the Preview & Add step carefully before creating invoices. This catches any selection errors before they're finalized.
  • Efficiency: Group invoices by client for simpler client communication, or by order for detailed project tracking—choose based on your billing structure.
  • Documentation: Enable timesheet attachments for clients who request detailed backup documentation or for complex invoices requiring explanation.
  • Timing: Create invoice batches at regular intervals (e.g., end of pay period) to maintain consistent client billing schedules.
  • Configuration: Set up your starting invoice number in advance to ensure proper numbering from the beginning.
  • Permissions: Verify that users who need to create or delete invoices have the appropriate permissions configured in your system.

See Also

Permissions and Configuration


Required Permissions

To create invoices in NextCrew, users must have the following permissions:

  • View Invoices: Access the Invoices module
  • Create Invoices: Ability to create new invoice batches
  • Edit Invoices: Permission to modify invoices after creation (required if adding expenses)
  • Delete Invoices: Optional permission to remove invoices (typically restricted to administrators)

System Configuration

Invoice creation behavior is controlled through several configuration settings:

  • Invoice Number Pattern: Define your numbering scheme (Settings → Configuration → Invoice Number)
  • Default Rate Type: Set whether your system defaults to estimated or actual rates
  • Default Invoice Grouping: Configure whether invoices default to per-client, per-order, or client-specification grouping
  • Attachment Settings: Control whether timesheet attachments are included by default

Contact your NextCrew administrator if you need to modify these settings or request additional permissions.

Reports & Analytics


Invoice Batch Reports

Access detailed reporting on invoice creation through the Reports section:

  • Batch Creation Summary: View all invoice batches created, including date, creator, and invoice count
  • Invoice Aging Report: Track outstanding invoices and payment status
  • Revenue Recognition Report: Analyze invoicing trends by client, time period, or project
  • QuickBooks Export Report: Generate data exports for accounting system integration

Key Metrics to Monitor

  • Invoices Created: Number of invoices generated per batch
  • Total Invoice Value: Combined amount of all invoices in a batch
  • Processing Time: Time from timesheet approval to invoice creation
  • Payment Realization: Time from invoice creation to payment received

Upcoming Enhancements (Q1 2026)

  • Automatic Invoice Generation: Scheduled invoicing based on approved timesheets

Legacy Compatibility

Not compatible with legacy because of the new format and structure. Invoices in 2.0 are completely redesigned with full functionality of accounts receivable.

Conclusion

NextCrew's batch invoicing feature transforms invoice management from a time-consuming manual process into a streamlined, efficient workflow. By following these four simple steps—Create a Batch, Preview & Add, Select Options, and Add to Create—your accounting team can generate professional, accurate invoices for multiple clients simultaneously.


The flexibility to choose between estimated and actual rates, configure invoice grouping, and include supporting documentation ensures that each batch meets your specific business needs while maintaining the audit trail and accountability that modern staffing agencies require.


For support beyond this guide, contact your NextCrew administrator or submit a support ticket through the system.