We are going to add a basic 'Non Contract' invoiceable and convert it to an invoice to notify accounts that they can request payment, and to also push a draft invoice to Xero (if connected) 

How to Add an Invoiceable 

To add a new invoiceable line to any payment sections of the progress payment (payment schedule) sub-tab we:

  1. Click the ‘Add an Invoiceable’ button
  2. Type in the description of the charge + the value (including GST)
  3. And click ‘Save’ 



How to Edit a Basic Invoiceable 

To edit an existing basic invoiceable we:

  1. Click the ‘Pencil' (edit) icon then the line item pencil (edit) icon
  2. Change the description or the value (including GST) of the charge

    Note:  At this point, you will have the ability to;
    - Add more details to make it a detailed invoiceable.
    - Add an additional line by clicking on the 'Add a Line Item' button 

    NOTE: We cover Detailed Invoiceables in this FAQ.

  3. Once your updates have been made, click the line item's ‘Save’ button to confirm that change, then the invoiceable 'Save' button again to confirm.


How to Add a Comment or Note to an Invoiceable/Invoice

You can easily add comments, and/or notes to an invoiceable and invoice - each of which has its own access permissions:

  • Comments - are viewable to branch users and the client (if they've been given access) 
  • Notes - are viewable by branch users only


To add a comment or note to an invoiceable/invoice we:

  1. Click the 3 dot dropdown to the right of the invoiceable/invoice
  2. And select either the 'Add a Comment', or 'Add a Note' option

    This will create space to add the comment or note - with the option to add an attachment also. 


  3. Once you've added your comment or note, click the 'Add Comment/Note' button to save

    This will add a comment speech bubble, or notepad icon to the invoiceable line.

    NOTE: The speech bubble or notepad icons can be clicked on to view, edit or delete the comment/note as required.



How to Add an Attachment to an Invoiceable/Invoice


You can easily add an Attachment to an invoiceable and invoice - which are viewable to branch users and the client (if they've been given access)


To add an attachment to an invoiceable/invoice we:

  1. Click the 3 dot dropdown to the right of the invoiceable/invoice
  2. And select the 'Add an Attachment' option

    This will create a block for you to:
    - Click on, opening up your file browser to select the attachment
    - Drag and drop files to

  3. Once you've added your attachments, a paper clip icon will appear next to the invoiceable description - click this icon to file the attachments

    NOTE: The paperclip icon can be clicked to view or delete the attachment as required. 



How to Convert an Invoiceable to an Invoice (Request a Payment)

Sending a payment request notification to your Accounts team, and pushing a draft invoice to Xero (if connected)

 

Next up is to notify the accounts team that they can request the payment from your client - this process will mark the invoiceable as 'Invoiced' in RAVE, trigger an email notification to the accounts team, and push a draft invoice to Xero (if connected)  

To convert an invoiceable to an invoice we:

  1. Click the 3 dot dropdown to the right of the invoiceable/invoice 

  2. And select the 'Convert to Invoice' option

    This will open the Convert to Invoice pop-up screen, allowing you to set the Date Invoiced, and Due Date for 
    payment.  Also whether this is to be for the full amount (100%), a lower %, or a specific dollar value. Lastly, you have the option to add a Message to be included in the email sent to the accounts email(s) when the document is generated.


  3. Once you've made your selection, click the 'Approve Invoice' button to confirm

    This will change the invoiceable's status to 'Invoiced', add an invoice link (allowing you to click, to view the invoice), display the date invoiced, set the invoiced to date amount, and update the payment sections to be paid amount too.

    As mentioned previously, this will also send a notification email to your accounts person, and push a draft invoice to Xero (if connected)  

    You'll also notice the table summary at the top of the page, has updated the invoiced total amount too.