Finalizing Invoices (Manual and Automatic)

Overview

Finalizing an invoice enables teams to keep track of which paid invoices have been reviewed by the accounting teams and provides a way to lock invoices so no further changes can be made after they've been finalized. We will cover the following in this article:

1. Finalizing an Invoice - How to manually finalize an invoice
2. Unfinalizing an Invoice - How to manually unfinalize an invoice
3. Automatically Finalizing Invoices - How to setup invoices to finalize automatically
4. Storage Invoices - Tips on doing the above for Storage Projects

Video Walkthrough

Finalizing an Invoice

1. Navigate to invoice and confirm the status is Paid

2. Click on the 3 Dots Action Menu

3. Click Finalize invoice

4. Click Finalize

Unfinalizing Invoices

When an invoice is finalized, it will disable the ability to modify or edit bills. If you need to make changes to a finalized bill, follow the steps below

1. To unfinalize an invoice, press on the 3 Dots Invoice Actions Menu and Click Unfinalize invoice

2. Click Unfinalize 

Things to note before Unfinalizing:

• Some bill items may have been updated
• Please review the invoice line items
• The invoice will need to be manually finalized

Automatically Finalizing Invoices

Invoices can now be set to automatically finalize - This is currently enabled by Project Type. When enabled, invoices will automatically be locked and finalized when the final job is complete and the remaining balance across all invoices is $0. When disabled, invoices must be manually finalized.Steps to Follow

1. Click View/Edit Project Types in Settings

2. Click on the Project Type you wish to set this up for

3. Click on Accounting then Edit on the Invoice section

4. Flip the toggle to Automatically finalize invoices and then click Save

Tips

1. Any new invoices generated going forward will now be set to automatically finalize
2. When enabled, invoices will automatically be locked and finalized when the final job is complete and the remaining balance across all invoices is $0. When disabled, invoices must be manually finalized
3. Finalizing invoices is separate from finalizing a job report. Once the job has been finalized, the invoice should automatically finalize as well. To view more details on completing/finalizing a job report (see: Completing a Job Marked "Report Not Final")

Storage Invoices

Similar to move invoices, you can finalize a storage invoice only after payment has been collected. One key difference is that the Storage Project does not have to be completed.

If you are using Supermove Payments, you’ll be able to set-up recurring charges for your storage customers. In this scenario, we recommend navigating to the Accounting Module, selecting Storage Invoices, and then from the Paid category you can being to finalize invoice(s) following the steps shared in the Move Invoices section above.

If you are not using Supermove Payments, you’ll need to record the payment from within the Storage Project. Once payment has been recorded, you can then finalize the invoice right from the Storage Project. Similar to the finalizing a moves invoice, if you want to hold off on finalizing or finalize multiple invoices in bulk, you can do this from the Account Module.