The Invoice Management module is the final stage of the service lifecycle, where you handle billing, track payments, and generate official documentation for your clients.
The module is divided into three distinct functional areas to keep your financial records organized:
- 📄 Invoice Generate: This is the primary workspace where you can view processed services ready for billing and generate new invoices.
- 💾 Invoice Save: A dedicated area for reviewing drafted or saved invoices before they are finalized.
- 📜 Invoice History: A complete financial audit trail showing all past invoices, payment dates, and transaction statuses.
📝 How to Generate a New Invoice
Follow these steps to bill a client for completed or active service
Based on your description of the billing workflow, the system distinguishes between Auditor-led services (managed via Service Requests) and a Standard Invoice Generator for independent billing.
📑 1. Auditor Service Billing (Service Request Link)- Selected firm as ( Auditor )
This method is used when a service has gone through the full audit lifecycle (Pending → Assigned → Submitted).
- Linked Data: The invoice is generated based on an existing File ID created during the service request process.
- Workflow: Admins select a file that has been verified and click the Green Invoice Icon to convert that specific audit task into a bill.
- Verification: This ensures the amount billed matches the Service Amount previously agreed upon in the Pipeline or Service Request details.
📝 2. Normal Invoice Generator (Stand-alone)
This method is used for separate or one-off billings that do not require a full audit workflow.
- Direct Details: You manually enter the Company Name and Company Address specifically for this document.
2. Manual Entry: You click the purple Generate New button to open a blank invoice template.
3. Flexible Items: You can manually type in the Item, Description, and Amount without needing a pre-existing File ID.
Customization: This allows for adding multiple custom line items using the + Add Item button, which is ideal for consulting fees or miscellaneous charges.
💳 Invoice Finalization Workflow
The system follows a three-step progression to ensure that billing is accurate before it becomes a permanent part of your financial history.
Step 1: Generation & Review
- Initial Creation: Once you fill out the details in the Generate New form or click the Invoice Icon on a specific file, the document is created.
- Draft Status: Instead of being finalized immediately, the generated invoice is moved to the Invoice Save list.
Step 2: Saving for History
- Confirming the Bill: Navigate to the Invoice Save tab to see your pending drafts.
- The Final Action: Locate the Green Button on the right side of each entry. Clicking this triggers a confirmation prompt to officially “Save” the invoice.
- Validation: This step acts as a quality check, allowing you to review the amounts and client details one last time before they are locked into the system.
Step 3: Permanent Archival
- Movement to History: After confirmation, the entry is automatically moved from the save list to the Invoice History tab.
- Dual-Type Tracking: The Invoice History maintains a record of both billing types:
- Auditor Service Invoices: Linked to specific audit workflows and File IDs.
- General Invoices: Manual billings created for one-off consulting or miscellaneous fees.
🔍 Summary Table: The Three Stages
| Stage | Tab Name | Purpose |
| Stage 1 | Invoice Generate | To initiate billing for active services or create new manual entries. |
| Stage 2 | Invoice Save | To hold and review drafts; requires clicking the Green Button for final confirmation. |
| Stage 3 | Invoice History | The final repository for all verified Auditor and General invoices. |
