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.
Please note: This feature is currently available in Beta and can be enabled upon request. Please contact your Account Manager to have it enabled for your account.
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.
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 begin creating an invoice from either the Contractor Details Page or the Timesheets section of a Deal.
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.
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 are timesheet statuses updated?
Recruit CRM automatically updates timesheet statuses based on the actions performed on their linked invoice.
When an invoice is created, the linked timesheets move to Billed. Once the invoice is marked as Paid, the timesheets move to Collected. Timesheets linked to a draft invoice remain Unbilled until the invoice is finalized. If the invoice is deleted, the invoice association is removed, and the linked timesheets return to Unbilled.
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.
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.