Creating invoices through Guardhouse is extremely simple.
Once your timesheets are approved, all shifts will be moved into the Invoicing screen, fully costed ready to be allocated to an invoice. This reduces revenue leakage and speeds up your process significantly.
To access invoicing, select Invoicing in the navigation bar at the top of your screen.
You will land on the dashboard which shows all your existing invoices by customer, billing entity and date range. You can also filter by Unpaid, Paid and Draft invoice status.
To generate an Invoice, click Create Invoice in the top right corner.
In the invoice creation screen, you will see all the shifts available to be invoiced.
From here you can adjust the start and end time, service, units of time and the rate if you wish to change them from what was approved in timesheets.
If there are any variances from what was approved or on the schedule, the changed cells will highlight in red for your reference
If you need to add additional charges to the shift, click “New Entry” and select ether Timesheet or Miscellaneous.
When adding a timesheet to the invoice you need to select what site and employee the shift is for, what service is being charged as well as the date and shift times of the timesheet.
When finished select Add Entry
When adding a miscellaneous charge to the invoice, you can pick what site it is being allocated to, on what date it is being charged, the units and the charge rate as well as select if it is a service that incurs tax.
Ensure you give it a descriptive name like “Radio Hire” or “Equipment Hire” so it differentiates on the invoice.
When finished select Add Entry
Once you are ready to invoice, select records you want to invoice using the tick boxes on the right.
You can use select all to bring add all records to the invoice.
Once you have made your selection, click “Create Draft Invoice”
The final step is to finalize the details of the invoice.
On this screen you can select what customer invoice profile and what company invoice profile will be used.
You can edit or add to the invoice #, Purchase Order #, Reference information, date of issue and terms.
You can also add additional notes in the field at the bottom of the screen which will display on the PDF invoice.
A PDF of your created invoice will begin downloading and once completed you can share it with your client.