Creating and Editing Invoices on Keka PSA

Learn how to create accurate invoices, manage billing details, and optimize your revenue cycle

TABLE OF CONTENTS

• Invoice Overview
• Steps to Create New Invoice
• To edit or update drafted invoices
  
  

Efficient invoice management is crucial for seamless financial operations. With Keka PSA, businesses can streamline invoicing processes with advanced customization and control options. Below is a detailed guide to creating and editing invoices in Keka PSA.

Invoice Overview

An invoice is a formal document that details the services provided and the associated charges, serving as a payment request from the recipient company to the service provider. You can also setup a customizable approval workflow before invoice generation.

In Keka PSA, invoices are tailored to billing cycles and include:

• Service descriptions
• Quantities or hours
• Applicable taxes or discounts
• Total amount and due dates

Steps to Create a New Invoice

1. Access the Invoice Section:

   • From the left navigation pane, select Projects. Then, select Finances. Invoices will be located under Finances. On the "Due Invoices" page, select +Create Invoice.
     
     
     
     

2. Select Project and Billing Periods:

   • Choose the project and billing periods. View billable hours and proceed by clicking Continue.
     
     
     
     

3. Input Invoice Details:

   • Specify client contact details and purchase order number. Choose the billing entity, invoice date, and payment terms.
     
     
     
     

4. Add Line Items:

   • Automatically include timesheet entries.
   • Add manual items such as expenses or products using the +Add button or Delete it.
     
     
     
     

5. Attach Files or Notes:

   • Upload relevant files or add notes for context.
     
     
     
     

6. Apply Discounts and Taxes:

   • Add percentage-based or flat discounts. You have the option to add a Discount Percentage or Discount Value. The Discount Percentage applies a percentage discount to the total invoice value, while the Discount Value subtracts a flat value from the subtotal.

   • In the drop-down menu, you will find three options to choose from. If you need to include other timesheet hours or expenses logged for the project, select "Timesheet Hours/Expenses."

     Selecting "Product Line Item" allows you to include any product-related expenses incurred. These product subscriptions can be configured in the Finances >> Settings section. By choosing this option, you can add a product line item from the list of products, specify the quantity to be invoiced, and click "Add" to include it in the invoice. You can add multiple Product Line Items by selecting "+Add Product."

     
     
     
     
   • After adding all the line items corresponding to the timesheet hours logged during the billing period, you can also include any additional line items that need to be invoiced. To do this, simply click on the "+Add" button.
     
     
     
     

   • Once you have included all the necessary line items in the invoice, it's time to complete the invoice details.

     You have the option to attach files or add a note to the invoice. To attach a file, simply click on "Attach Files" and upload the desired attachment. If you need to include any additional notes, you can add them in the provided textbox.

     
     
     
     

   • You can also include taxes and apply discounts to the invoice as needed. When adding a discount, you have the option to choose between a Discount Percentage or a Discount Value.

      

     

      

     Alternatively, if you prefer a flat value discount instead of a percentage, choose Discount Value and input the specific discount amount to be deducted from the subtotal.

      

     

      

     If you opt for a Discount Percentage, it will subtract a percentage discount from the total invoice value. Simply select this option and enter the percentage of the discount you want to apply. The total invoice amount will adjust accordingly.

      

   Lastly, don't forget to include any applicable taxes on the invoice. Make sure to configure the taxes in the Finances >> Settings section beforehand. Select the appropriate tax from the dropdown menu to include it in the final invoice total.
   
   
   
   
   

   Choose the appropriate tax that is applicable to the invoice. The tax amount will be included in the total invoice amount after any discounts have been applied.

    

   

    

7. Finalize the Invoice:

   • Once you have filled in all the required information, you have the option to either save the invoice as a draft or proceed to generate the invoice. Simply choose the appropriate action from the buttons located at the top of the screen.

      

     

To edit or update drafted invoices:

You have the option to save an invoice as a draft if you are not ready to finalize it yet. This allows you to make changes to the invoice at a later time or even cancel it if needed. Here's how you can do it:

Navigate to the Projects section in the left navigation pane and select the Finances tab. Make sure you are on the Invoices tab to view all the invoices saved as drafts or already generated.

Click on the three dots icon next to the drafted invoice to access various options. Choose "Update" to edit the invoice.

Make the necessary changes to the invoice details in the window that opens up. Once you are done, click on "Update Invoice" to save the changes to the invoice as a draft. If you are ready to generate the invoice, select "Generate Invoice."

If you decide to cancel a drafted invoice, click on the three dots icon and select "Cancel Invoice" from the drop-down menu.

In the "Cancel Invoice" window, provide a reason for the cancellation and then click "Yes, Cancel."

Pro Tips for Invoice Management

• Use the Charges Creation feature to streamline billing workflows before invoicing.
• Customize invoice templates with purchase orders, notes, and additional charges.
• Ensure taxes and discounts are pre-configured for easy application.

For further information on editing invoice number series, simply click here. How to Edit Invoice Number Series? 

That's all about creating and editing invoices on Keka PSA. Want to know more?

Talk to our product experts today!