Invoicing

Modified on Wed, 1 Apr at 5:01 PM

Bill clients faster — from approved hours to invoice in minutes

❖ Goal

Help you create, review, and send client invoices from approved timesheets quickly — and track what's been paid and what's outstanding.

❖ Overview

Invoicing in NextCrew is built directly on top of your approved timesheets, which means your bills are always based on verified hours — no manual calculations, no transcription errors. You can generate one invoice at a time or batch dozens of clients at once, add expenses, apply taxes, and send everything from one screen.

❖ Typical Challenges

Creating invoices manually from timesheet exports — time-consuming and error-prone.
Forgetting to add expenses, reimbursements, or tax to client bills.
No clear view of which invoices are outstanding, overdue, or paid.

✅ How to Do It in NextCrew

a) How to create an invoice

Navigate to the job order, click the blue menu icon, and select Create Invoice. Select the positions and time periods to include (check 'Estimate' for a draft without timesheet data). Review the calculated amounts and click Update to finalize.

b) How to add expenses

Go to Jobs → Expenses → Add. Fill in the expense details and assign it to the client. The system automatically inserts it into the next invoice for that client — no manual linking needed.

Add Invoice Expenses

c) How to add and configure tax

Tax configuration is set at the client or company level. Go to your client profile or company settings and configure the applicable tax rate. Once set, it applies automatically to all invoices for that client — no manual addition on each invoice.

⚠️ No dedicated 'How to Add Tax to an Invoice' guide found — recommend creating a short guide showing where to configure tax at both the company and client level.

d) How to mass-generate invoices

Go to Invoicing → Batch Invoice. Select the date range and clients you want to invoice. The system generates all invoices at once based on approved timesheets — ideal for weekly or bi-weekly billing runs across many clients.

Getting Started: Integrated Accounting — Batch Invoice Management

⚠️ No dedicated step-by-step batch invoice guide found — recommend creating one that walks through the batch invoice screen specifically.

⚡ Automation & AI — What Happens Automatically

Approved timesheets automatically feed invoice calculations — hours and rates are pulled directly with no re-entry.
Timesheet approval attachments can be automatically included with invoices sent to clients for transparency and compliance.
Expenses assigned to a client are automatically inserted into their next invoice.

❖ Integrations

Invoices and payments sync directly with QuickBooks and Xero — no double entry between NextCrew and your accounting system.
Client portal allows clients to view, download, and approve invoices online — reducing follow-up calls and speeding up payment.

❖ Best Practice Guide

Run your invoice batch the same day you close payroll — your approved hours are already in the system and it takes minutes.
Always create an Estimate invoice first for large or new clients — review it before sending the final version.
Set up tax rates and expense categories in advance so they apply automatically — do not configure them invoice by invoice.
Track accounts receivable weekly — the longer an invoice sits unpaid, the harder it is to collect.

❖ Measure Your Success — Key Reports & Dashboards

Invoice sent vs paid rate and average days to payment.
Total outstanding accounts receivable at any point in time.
Invoices generated per billing cycle vs hours approved — a mismatch signals missing invoices.

➡️ Next Best Actions

Once invoices are sent, track payment status in Accounts Receivable and follow up on overdue items.
Export invoice data to QuickBooks or Xero to keep your accounting records current.
Review any uninvoiced approved timesheets weekly to make sure nothing is being billed late.

➤ FAQ

Q: Why don't some approved hours appear on my invoice?

A: Check that the timesheet is fully approved (green) and falls within the invoice date range selected.

Q: Can clients see and download their invoices themselves?

A: Yes — clients with portal access can view, download, and approve invoices directly without calling your team.

Q: Can I create an invoice before all timesheets are approved?

A: Yes — use the Estimate option to create a draft invoice for forecasting, then finalize once timesheets are approved.

➤ Call to Action

PRIMARY ACTION: Log in and generate this week's invoices.

Advanced Setup: Getting Started: Integrated Accounting with NextCrew

⚠️ Guides That Need to Be Created

⚠️ How to Add Tax to a Client Invoice (guide needed)

⚠️ How to Run a Batch Invoice for Multiple Clients — step-by-step (guide needed)

✅ Before You Move On — Confidence Check

This is for the Freshdesk guide — not the email. Can you honestly check all three boxes? If not, re-read the relevant section before moving to the next topic.

☐ I know the difference between an Estimate invoice and a final invoice, and I know when I would use each one.

☐ I can generate an invoice from a job order and I understand why some approved hours might not appear if I set the wrong date range.

☐ I know where to find the batch invoice function and I can describe when it saves the most time (e.g., weekly billing runs with multiple clients).