Work-Web Tutorial 2 – Invoice Management

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Invoice ManagementThe invoices module helps to handle all tasks related to invoices.

  1. To find the Invoices Panel in your WordPress dashboard, you need to look on the left-hand side of the screen where the menu is located. You should seetwo options, and you have to click on the one labeled “Invoices”

STEP 1

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Invoice CreationReusing an existing invoice or making a copy can save you time by avoiding the need to enter all the details again from the beginning.

  1. Choose an invoice with the same amount as the new job you need to invoice for. This way, you won’t have to calculate taxes or enter the amount again, saving you time and effort.
  2. If you hover over the existing invoice name, you will see a few options appear below the title. Simply click on the “clone” option to duplicate the invoice.

STEP 2

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Invoice Edit - Part ISelecting the correct invoice to edit after cloning an existing invoice.

  1. First and foremost, it’s crucial to confirm that the invoice we want to modify is the recently duplicated one. To do this, we should check if the invoice name concludes with “- copy”.
  2. Hover over the invoice name like the previous step and select “Edit” from the list of available options.

STEP 3

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Invoice Edit - PART IIIn this part, you will need to carefully check and make any necessary changes to various details of the invoice that needs to be generated.

  1. Invoice Name: You can simply rename the invoice to match the job it is associated with on the website.
  2. Item Title: The ‘Item Title’ is the name of the item for which the invoice will be created. This name will be shown on the PDF invoice. To ensure clarity, please update the item title to follow the format of ‘Job type – Job Name’.
  3. Rate: For the rate section, it should show the price for the type of job without including taxes. Under the rate, there is a space for a description. It’s important to include the reference number from the job advertisement the client submitted in this description. If there is no reference number given, simply leave that section empty.
  4. Total Due: Please ensure that the final amount due is calculated correctly by adding the total tax, and double-check that it matches the exact payment made by the client.
  5. Client: When you need to find a client or their organisation, click on the dropdown menu and type in their name. If it’s a returning client, the information will appear automatically as you type. If it’s a new client, select the “Create New Client” option from the dropdown and fill in the required fields on the form to create a new client record.
  6. Status: If the invoice is for a job that has already been paid – please make sure this invoice is marked as paid.
  7. Publish: To access the invoice, start by clicking on the blue ‘Update’ button. Afterward, you have two options to choose from. You can click on the PDF icon, which will open a new tab displaying the invoice in a PDF format that you can save and attach in an email. Alternatively, you can select the mail icon to send the invoice link directly from the website through email. It is advisable not to send the invoice via the website directly because it might get blocked by the client’s firewall. Instead, a safer approach would be to copy the URL of the invoice from the email preview and send that to the client from your personal mailbox.