44.1 Project Financial Activity

A Project can contain billable work from Tasks, Timesheets, and Expenses. AIUNIFY CRM provides a Project pre-invoice workflow that allows authorized users to review eligible work before creating an Invoice.

44.2 Project Billing Types

The Project source confirms billing structures including:

• Fixed Rate.
• Project Hours.
• Task Hours.

The Project's billing structure affects how billable activity should be reviewed before invoicing.

44.3 Project Expenses

Expenses can be associated with a Project when they belong to that Project's work.

Review Project Expenses to determine which expenses are:

• Billable.
• Non-Billable.
• Already invoiced.
• Still available for billing.

44.4 Pre-Invoice Review

Before an Invoice is created from Project work, use the Project's pre-invoice review process when available.

This step helps identify which billable Tasks and Expenses should become part of the Invoice.

44.5 Review Tasks Before Invoicing

For Project Task billing, review:

• The Task.
• Billable state.
• Logged time.
• Hourly rate where applicable.
• Whether the Task has already been billed.
• Whether the Task's Start Date has arrived.
• Whether an active Timer is still running.

44.6 Future Task Start Dates

The CRM can prevent Tasks whose Start Dates are still in the future from being included as normal billable work in the Project Invoice process.

Do not alter Task dates solely to force future work onto an Invoice.

44.7 Running Timers Can Block Invoicing

AIUNIFY CRM checks for active Timers on billable Project Tasks.

If billable Task Timers are still running, the Invoice cannot be completed normally until the applicable Timers are stopped.

44.8 Timer Stop Options

The Project invoicing workflow can provide options such as:

• Stop all Timers.
• Stop only billable Timers.

Use these only after confirming that the affected work sessions have actually ended.

44.9 Invoice Line Construction

When Project Task time is converted into Invoice data, the system can construct Invoice information using the Project and selected Tasks.

Depending on the chosen billing structure, Task names and logged time can contribute to the resulting Invoice description and amount.

44.10 No Tasks to Bill

If the CRM reports that there are no Tasks available to bill, review:

• Task billable state.
• Task billing history.
• Task Start Dates.
• Logged Timer/Timesheet information.
• Project billing type.

Do not create duplicate time or change completed billing history merely to make a Task appear billable.

44.11 Creating the Project Invoice

1. Open the correct Project.
2. Review Project billing type.
3. Review billable Tasks.
4. Review logged time.
5. Stop legitimate completed Timers if required.
6. Review billable Project Expenses.
7. Open the Project pre-invoice workflow.
8. Select the work that should be billed.
9. Review generated Invoice lines.
10. Review Customer and Project relationships.
11. Review dates, rates, taxes, and totals.
12. Create the Invoice.
13. Open the resulting Invoice and verify it.

44.12 Tasks After Billing

The Project Invoice workflow contains logic related to billed Tasks, including identifying Tasks included on the Invoice and the treatment of Tasks that become billed.

Review the resulting Project and Task records after invoicing rather than assuming all Project work has automatically been completed.

44.13 Project Invoice History

Once the Project is invoiced, the resulting Invoice becomes part of the Project and Customer financial history.

Future billing should take existing Project Invoices into account so the same Task time or Expense is not billed twice.

44.14 Project Invoicing Best Practices

• Review Task time before billing.
• Review Project Expenses.
• Stop active Timers only when work has actually stopped.
• Do not bill future Task activity prematurely.
• Check whether Tasks or Expenses were already invoiced.
• Review generated Invoice lines.
• Verify the Invoice after creation.