Creating and editing invoices on 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.

In Keka PSA, an invoice typically includes information such as the names and contact details of both companies, a description of the services provided, quantities or hours, rates, any applicable taxes or discounts, the total amount due, the due date, and payment terms.

Invoices are generated for specific billing periods based on the project or client's billing frequency. You can include billable hours for the period and bill the client accordingly.

 

To create a new invoice:

Go to the Invoices section by navigating to Project (1) and opening the Finances (2) tab. Then, click on the Invoices (3) tab and select +Create Invoice (5) on the Due Invoices (4) tab. 

 

 

After selecting the project for which you are generating the invoice, you will be directed to the Create Invoice window. Here, you can choose the billing periods and view the billable hours for each period based on timesheet submissions. Once you have selected the billing periods, click Continue to proceed to the Invoice page.

 

 

On the Invoice page, you can enter various details such as Customer Attention, where you specify the client contacts the invoice should be addressed to. You can also add a purchase order number if necessary and select the relevant Billing Entity.

Other details to include are the Invoice Date and Payment Terms. You can define standard payment terms based on client payment periods. Select the Payment Term from the drop-down menu, and the due date will adjust accordingly.

 

 

Next, include the line items in the invoice. The timesheet entries for the selected billing period will be added automatically as line items. You can edit the Description, Quantity/Unit, and billing Rate as needed. Additional line items can be added by selecting from the drop-down menu options.

You can also add attachments or notes to the invoice. To add an attachment, click on Attach Files, and for a note, use the provided textbox.

Lastly, you can add taxes and discounts to the invoice. 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. Additionally, you can add applicable taxes by selecting from the configured taxes in the system.

 

 

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.

 

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."

 

 

If you choose the Other Line Item option, a new line item will be included in the invoice, allowing you to customize it as needed and add any additional items not yet included.

 

 

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.

 

 

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.

 

 

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."

 

 

 

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?

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