Evolution ERP allows timesheets recorded against projects to be invoiced directly through the invoicing system. This ensures labour costs are accurately billed and remain visible within job costing.
Timesheet invoicing is commonly used for projects and professional services where labour is tracked over time.
Timesheets are one of several ways to invoice a project. For the other methods — invoicing from quotes, itemised invoices built from project items, and text based deposit, progress and final invoices — see Invoicing a Project. Goods that have been delivered can also be billed straight off the delivery — see Invoicing a Dispatch.
Where to Find Timesheets
Timesheets are accessed through the Projects Register:
Projects → Project Register
Open the relevant project to view associated timesheets.
Viewing Uninvoiced Timesheets
Within the project record, navigate to the Timesheets tab.
Here you can see:
- Uninvoiced timesheets
- Timesheets with multiple line items
- Timesheets with single line items
Invoicing Timesheets
To invoice outstanding labour recorded on timesheets:
- Open the project record
- Select Invoice Project
- Choose Create Itemised Invoice from Timesheets
At this point, you can either append costs to an existing draft invoice or create a new invoice.
Creating a New Invoice
When creating a new invoice:
- Select Create New Invoice
- Choose the appropriate invoice type (e.g. Professional Services)
If a draft invoice already exists for the customer, it will be displayed as an option to append timesheet costs.
Itemised vs Summary Invoicing
Evolution ERP provides two methods for invoicing timesheets.
Itemised Invoicing
Each individual timesheet entry appears as its own invoice line.
- Provides maximum detail to the customer
- May result in a longer invoice
- Each time record is clearly visible
Summary Invoicing
Timesheet entries are grouped by item or rate, producing fewer invoice lines.
- Ideal for cleaner, more concise invoices
- Each invoice line represents a total of multiple timesheets
- Quantities can be expanded to view contributing timesheets
Adjusting Timesheet Quantities
When using summary invoicing, users can:
- View the total hours contributing to a summary line
- Include or exclude specific timesheet entries
- Adjust billed quantities before committing the invoice
Committing the Invoice
Before committing the invoice:
- Ensure required details are completed
- Confirm invoice totals
- Resolve any missing item or inventory data
Once complete, save and commit the invoice.
After Invoicing
After the invoice is committed:
- Timesheets are marked as invoiced
- The invoice appears in job costing
- Labour costs are formally billed to the customer
In the example demonstrated, a single invoice was created with a total value of $5,000.
Training Video
The following video demonstrates how to invoice timesheets directly from a project in Evolution ERP.