Generate and preview invoices
Open Generate New Invoice, choose period, client, and project, and load shifts that are Ready for invoicing. Check the generated lines, preview, and save.
Outcome
You open Generate Invoice, complete Invoice Details & Filters, load Ready for invoicing work into line items, open Preview Invoice, and know Save Invoice / Save All Invoices creates documents as shipped.
Who it's for
Planner / finance
Prerequisites
- Invoicing generate/create permissions
- Ready for invoicing shifts help. No lines? Set shifts to Ready for invoicing first, or widen filters. Check the preview, then save.
- See Approve hours and the Invoice Queue if the queue is empty
Steps
- From Invoicing Management click Generate Invoice (or go to Generate Invoice). Page title: Generate New Invoice. Use Back to Invoices to return to the hub. Continue from the Invoicing hub tutorial when you just learned the list CTA.
- Under Invoice Details & Filters set Client and Project (Select client / Select project: project needs a client first). Set Invoice Period (Month/Year) and/or Start Date / End Date (for details), Invoice Date, and Due Date as shown. Optional: Cost Center Location, Resource, Include details as an extra page. Split on (granularity): Client; Client, Location; or Client, Location, Resource: this controls how many invoices you get. Credit Invoice mode: pick Original Invoice, then expect negated amounts: deep credit edge cases.
- Click Load invoice data. Only Ready for invoicing shifts matching your filters become Generated Line Items (Description, Quantity, Price/Unit, VAT %, Total). Empty staging shows No line items generated: see Approving work and invoicing and Approve hours and the Invoice Queue. See ORT for overtime/night admin; schemes apply as shipped, not as an external ledger.
- Review or lightly edit lines (Add Line Item when needed). Click Preview Invoice / Preview Invoices to open Preview Invoice. On preview, check totals and any duplicate warnings, then Save Invoice or Save All Invoices. No lines? Set shifts to Ready for invoicing first, or widen filters. Check the preview, then save. Reset Inputs clears the generate form.
- Next: View invoice and documents. Email and export from the list come after that. This path stays on planner/finance Gig-a-tronic invoicing: not external accounting and not client-portal read-only lists.