What this feature does and when to use it?
Recruit CRM allows you to create invoices directly from approved timesheets, making the contract billing process faster and more consistent. You can select multiple approved timesheets, generate an invoice, customize invoice details, and send it to your client directly from Recruit CRM.
This feature is useful when you want to:
Create invoices directly from approved timesheets.
Combine multiple eligible timesheets into a single invoice.
Review and customize invoices before sending them to clients.
Automatically track timesheet billing and collection statuses.
Manage contract staffing invoices without relying on separate billing tools or manual exports.
Default invoice templates
Recruit CRM provides two standard templates for creating invoices from timesheets:
Contract Job Template: Displays the total hours and billed amount and is suitable for summary-based invoicing or billing cycles that don't require a daily breakdown.
Contract Job with Weekdays Template: Displays hours for each day from Monday to Sunday and is best suited for weekly timesheets.
Per Day Template: Automatically selected when creating an invoice from approved Per Day timesheets. It displays the Description, Number of Days, and Amount. All selected timesheets must use the same work schedule type.
You can customize the theme, header, and footer of both templates. However, the table content and fields are fixed and cannot be renamed or edited. You can also reset the templates to their default format whenever needed.
How to create an invoice for timesheets?
You can create an invoice by selecting eligible, approved timesheets from any page where timesheets are listed.
From the Contractor Details Page, navigate to Jobs, open a Contract or Contract to Permanent job, scroll to the Candidate Pipeline, and click View All Timesheets to view the timesheets associated with the contractor for that job
Alternatively, navigate to Deals, open a Deal associated with a Contract or Contract to Permanent job, and open the Timesheets section to view the timesheets of contractors associated with the Deal.
Select the approved timesheets you want to include in the invoice.
Please note: Invoices can only be created from eligible, approved timesheets.
Click Create an Invoice. A preview window will display the selected timesheets. Review the details and click Proceed to continue.
The system automatically validates the selected timesheets before creating the invoice. The first approved timesheet selected is used as the reference for validating the company and currency.
For Per Day timesheets, all selected timesheets must use the same work schedule type so the appropriate Per Day invoice template can be applied.
Please note- A timesheet cannot be included in the invoice if it belongs to a different company, isn't approved, has already been billed or collected, is attached to a draft invoice, or uses a different currency.
Any ineligible timesheets are automatically excluded from invoice creation.
Select the invoice template you want to use and, if required, add a description for internal reference. The description is visible only to recruiters and does not appear on the invoice sent to the client.
You can choose between the following two templates:
Contract Job: A clean, simple layout showing total hours and the billed amount.
Contract Job with Weekdays: A detailed version showing daily hours and corresponding amounts.
Click Create Invoice to generate the invoice.
Review the complete invoice and make any required adjustments. You can edit client details, update the issue and due dates, remove timesheets, add additional line items, change the invoice template, or add Additional Notes that will appear on the final invoice.
Click Show Preview to review how the invoice will appear to the client, and click Save after making any changes.
Once the invoice is ready, use the dropdown beside Save to either save it as a draft or send it directly to the client via email.
Once an invoice is saved, including it as a draft, it is automatically linked to the corresponding timesheets.
How does Billing Status work?
You can manage and track billing information directly from approved timesheets, whether the invoice is created manually, generated in Recruit CRM, or updated through an external automation.
The available Billing Statuses are Not Invoiced, Invoiced, Overdue, Paid, and Cancelled. You can also add a remark without changing the Billing Status.
For invoices created in Recruit CRM, the Billing Status and invoice details on linked timesheets are updated automatically based on the invoice status.When an invoice is created, the linked timesheets move to Invoiced. Once the invoice is marked as Paid, the linked timesheets move to Paid. Timesheets linked to a draft invoice remain Not Invoiced until the invoice is finalized. If the invoice is deleted, the invoice association is removed, and the linked timesheets return to Not Invoiced.
Please note: When one invoice is linked to multiple timesheets, changes to the invoice status can be reflected across the billing status of all linked timesheets.
Similarly, if the Billing Status of all timesheets linked to an invoice is changed to the same status, that status also cascades to the invoice.
Once an individual timesheet is marked Paid, its Billing Status is locked. This lock applies only to that timesheet, while other timesheets linked to the same invoice can continue to follow future invoice status changes.
You can also manually mark timesheets as Paid and add a payout number and payout details. If the timesheet status is changed back to unpaid, the payout number and payout date are automatically cleared.
Billing information can also be updated and retrieved through the Public API and Workato, allowing external invoicing, accounting, and payroll workflows to keep timesheet billing information synchronized.
For invoices created outside Recruit CRM, you can manually update the following billing information on an approved timesheet:
Billing Status
Invoice Number
Invoice Created On
Invoice File
Remark
Please note: Invoices created in Recruit CRM or through automation if the invoice is removed, all invoice details are cleared, and the Billing Status of all related timesheets reverts to Not Invoiced.
Troubleshooting
Problem: I can't select a timesheet for invoice creation.
Problem: I can't select a timesheet for invoice creation.
Likely Cause: The timesheet isn't approved or isn't eligible for invoice creation.
What to Check: Confirm that the timesheet is approved and hasn't already been billed, collected, or attached to a draft invoice.
Resolution: Approve the timesheet and ensure it isn't already associated with another invoice before creating a new invoice.
Problem: Timesheets remain Unbilled after creating an invoice.
Problem: Timesheets remain Unbilled after creating an invoice.
Likely Cause: The invoice has been saved as a draft.
What to Check: Check whether the associated invoice is still in draft status.
Resolution: Finalize the invoice. The linked timesheets will automatically move to the appropriate billing status.
FAQs
1. Can I create an invoice using timesheets with different currencies?
1. Can I create an invoice using timesheets with different currencies?
No. All timesheets included in an invoice must use the same currency as the first approved timesheet selected.
2. Can I customize the default invoice templates?
2. Can I customize the default invoice templates?
Yes. You can customize the theme, header, and footer. However, the table content and fields are fixed and cannot be renamed or edited.
3. What happens when I save an invoice as a draft?
3. What happens when I save an invoice as a draft?
The invoice is linked to the corresponding timesheets, but the timesheets remain in the Unbilled status until the invoice is finalized.
Conclusion
Creating invoices directly from approved timesheets simplifies contract billing by allowing you to select eligible timesheets, generate and customize invoices, send them to clients, and automatically track billing statuses in Recruit CRM. This helps maintain accurate billing records and keeps your contract staffing workflow organized.