Each client has different needs, which is why you can customize your invoices in BigTime. This article will highlight the customizing options you have when you’re ready to invoice a client.
To access your invoice settings, click SETTINGS...INVOICE SETTINGS on your navigation bar. A new window will pop up with your customization options. In this article, we’ll explore each tab on this window, from left to right.
Address Info
You’ll automatically default to ADDRESS INFO. Use this area to include your firm’s address and upload a logo. The address you enter here will appear at the top of your invoice. You can also adjust the placement of your firm’s logo and address (left, right top, bottom, or solo).
Remember to save your work by clicking SAVE.
Defaults
Use your DEFAULTS tab to have certain details appear on each invoice. Here you can indicate whether or not there’s a sales tax. You can also set up an automatic invoice numbering system, like “mm-dd-yyyy” (month, date, year). Hover over the “i” icon, and you’ll get other suggestions on how to number your invoices.
Calculators
Invoice calculators are used to compute line items on your invoice. Here are brief definitions of each calculator type:
- MANUAL INVOICE: an invoice for a specific dollar amount.
- TIME AND MATERIALS (T&M): an invoice that’s calculated by expenses and the billing rates you set up.
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FIXED FEE: an invoice based on the tasks created for each project. You can bill a certain percentage of a task, or bill the entire task once it’s complete.
PDF Options
Adjust the content and the look of the invoices you create by turning on your PDF options, or create your own. A customized invoice allows you to add details like tax rates, a header and footer, receipts, and time and expenses, among many other options. Once you create and save your customized invoice, it’ll appear under “PDF Styles.”
Email Settings
Use the EMAIL SETTINGS tab to set up specific defaults. That way, the next time you send an invoice by email, it’ll use the default values you created.
For example, send an invoice from the same email address and name by filling out the textbox under SEND FROM NAME and SEND FROM EMAIL.
You can also customize the email subject and message that accompany the invoice. Type the message you’d like to use as your default, and click Save.
Troubleshooting: Invoices Won't Preview or Send
When an invoice will not preview or send, the cause is almost always a missing invoice style or the absence of a default invoice PDF template on the associated project or job. Both a valid invoice style (set on the Calculators tab) and a PDF template (set on the PDF Options tab) are required to generate the invoice preview and email attachment.
Common symptoms include:
- Invoice preview does not load
- Send Invoice button fails or does nothing
- Invoice PDF generation fails
- Invoice email cannot be sent
- Recreating the invoice or reloading the browser does not resolve the issue
To resolve, follow these steps in order. Most cases are resolved by Step 3.
- Step 1: Navigate to the project or job associated with the invoice and navigate to DETAILS
- Step 2: Select a Default Invoice Style: Locate the DEFAULT INVOICE STYLE setting within the project or job, then select a valid Invoice Style (Time & Materials, Fixed Fee, Manual, or a custom style).
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Step 3: Set a Default Invoice PDF Template: Locate the DEFAULT INVOICE PDF setting, select an appropriate template, and save the project or job before proceeding.
- Step 4: Regenerate the Invoice: Return to the invoice, refresh or regenerate it, and attempt the PREVIEW action again.
- Step 5: Send the Invoice: Once the preview loads successfully, click SEND and confirm the email is generated correctly.
Best Practices
- Configure a default invoice PDF template for all active projects during project setup.
- Standardize invoice styles across project templates.
- Validate invoice settings at project creation to avoid delays in the billing workflow.
- If the invoice style or PDF dropdown is unavailable, the user may be missing invoicing permissions and should contact a Financial Administrator or System administrator.
Expected Outcome
After selecting a valid invoice style and configuring a default invoice PDF template, the invoice should preview successfully, generate a PDF correctly, and send normally through the invoice email workflow.