Automated Invoices
Automated Invoices

1. Overview
2. Project Filtering
3. Date Interval Selection
4. Notifications
5. Networking Information

Section 1. Overview

Studiometry gives you the option to set up Invoicing Schedules to automatically generate Invoices based on certain criterion. You can set up multiple schedules that can be easily activated and de-activated. When an Invoice Schedule is run, it will create an Invoice for any Project matching its filters that has Items Awaiting Invoice. These Projects will also show up in the Invoice Tracker's Items Awaiting Invoice section, but would require you to manually create the Invoice. Setting up schedules can help save time, and take out the step of having to manually check for items that need Invoicing.

Invoices generated from this feature are not automatically printed. They are created and entered into your system, with appropriate due dates based on your setting in the Business Settings section of the Preferences window.


Section 2. Project Filtering

An Automated Invoice schedule can be set to check (a) All Projects, (b) Projects of a specific status, (c) Projects of a specific category, or (d) a custom list of specific Projects. Any Projects that are not included in the filter will be ignored, unless they are part of another active schedule. If a Project is part of two active schedules, it will make no difference, and only create one Invoice.

When creating a schedule with a Custom list of Projects, you have the option to "Include new Projects by default." What this means is that you will not need to manually come back to the schedule and select new projects to be checked. This type of filter would be used, for example, if you have a few specific Projects you do NOT want to have Invoices generated for automatically. You would simply check all other projects and then select the "Include new Projects by default" option. If you do not select the "Include new Projects by default" option, the list of checked Projects will remain the same until you manually change the schedule.


Section 3. Date Interval Selection

You can select how often Studiometry will check each schedule. Studiometry will check the Schedule once on the specified day, and will then alert you if a new Invoice has been generated. If you have a schedule set up to check every 7 days, for example, any items added until the seventh day will remain uninvoiced until the schedule runs. So with this example, if you add a Debt/Credit to a Project on day 8, it will not be automatically Invoiced until day 14 (the next time the schedule will run). You can set the Invoice Schedule to check every day if you'd like to be notified as often as possible.


Section 4. Notifications

When a Project is within the filter of a schedule and has unbilled Debt/Credits, Studiometry will automatically create an Invoice and notify you via the alerts window. From there you can either remove the notification or edit the actual invoice. You will still need to print up or send the Invoice to your Client, as the Generated Invoices feature simply creates the Invoices and notifies you.


Section 5. Networking Information

Invoice schedules are not synced over Studiometry networks, but the generated Invoices are. You should select one computer on which you will manage all of your Automated Invoice schedules. This computer would preferably be used often, so that the Notifications that are created won't go unnoticed. If you have a server-only machine that does not get used, for example, it may not be as beneficial to set up your Invoice Schedules on it.


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