Billing & Invoicing

Billing & Invoicing

This guide covers creating invoices, syncing with QuickBooks, and managing invoice collections in Octayne PSA.

Creating a New Invoice

1. Open Billing & Invoice from the Navigation Menu.
2. Select + New Invoice.
3. Fill in the invoice details:

• Project -- select the project to invoice.
• Format -- choose the invoice format.
• Components -- select which components to include.
• Invoice # -- enter or confirm the invoice number.
• Invoice Date -- set the invoice date.
• Start Date / End Date -- define the billing period.

1. Select Next.

[Screenshot: New Invoice form with Project, Format, Components, Invoice #, and date fields]

1. Select the timesheets to include on the invoice, then select Next.
2. Select the expenses to include on the invoice, then select Next.
3. Review the complete invoice on the Review screen.
4. Select Save and Send to finalize and deliver the invoice.

Tip: Use the Review screen to double-check line items and totals before sending. You can go back to previous steps if adjustments are needed.

Syncing Invoices from QuickBooks

1. Open Billing & Invoice from the Navigation Menu.
2. Select the dropdown next to + New Invoice.
3. Select Import from QuickBooks.
4. Select the invoices you want to import.

[Screenshot: Import from QuickBooks dialog with a list of available invoices and checkboxes]

Note: Your QuickBooks integration must be connected before importing. Configure this in your organization settings if you have not already.

Syncing Clients with QuickBooks

1. Open Clients from the Navigation Menu.
2. Select the dropdown next to + New Client.
3. Select Import from QuickBooks.
4. Select the clients you want to import.
5. Select Import.

[Screenshot: Import Clients from QuickBooks dialog with selectable client list]

Pushing Invoices to QuickBooks

1. Open Billing & Invoice from the Navigation Menu.
2. Locate the invoice you want to push.
3. Open the invoice and select the option to Push to QuickBooks.

Note: Only finalized invoices can be pushed to QuickBooks. Draft invoices must be saved and sent first.

Invoice Collections / Batch Management

Invoice collections let you group and manage multiple invoices together.

1. Open Billing & Invoice from the Navigation Menu.
2. Use the Collections view to see invoices grouped by status or client.
3. Select multiple invoices using the checkboxes to perform batch actions such as sending, exporting, or updating status.

[Screenshot: Invoice Collections view with batch selection checkboxes and action buttons]

Tip: Use batch management to send reminders or mark multiple invoices as paid at once, saving time during end-of-month billing cycles.