Receivables - tab “New”
🟥 Detailed description of the sending of a generated invoice
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Receivables - "New" tab
The " Receivables" area in Leadtime is used to manage, send and track invoices that have already been created. The interface is clearly structured: On the left-hand side is the invoice list, on the right-hand side the respective detailed view for the selected invoice. Invoices can be filtered by status using the tab navigation at the top - the first tab is called "New".
What does the "New" tab show?
In the "New" tab, you will find all invoices that:
- have already been settled in invoice verification
- but have not yet been sent
These invoices have been prepared but still need to be sent to the customer or marked as sent.
At the top of the tab you will find a small number (e.g. "New (3)") that indicates how many invoices are currently waiting to be sent.
Column overview in the invoice list
In the table view, you will find the following information for each invoice:
Column | Content |
Project name | Project name or project number |
ID | Invoice number (automatically assigned) |
Invoice type | Billing type (e.g. working time, project, express quote) |
Created | Date of invoice creation |
Due | Initially remains blank - will be calculated automatically after dispatch |
Status | "Created" = not yet sent; "Sent" after dispatch |
Net amount | Net amount of the invoice (before taxes and fees) |
Detailed view of an invoice
Clicking on an invoice opens the corresponding detailed view on the right. It is divided into two tabs:
1. overview tab
- Invoice ID
- Status (e.g. "Created")
- Project name & type
- Creation and billing period
- Customer contact
Shipping options:
- Send: Sends the invoice directly by email to the stored customer contact. The status changes to "Sent" and the payment term begins to run.
- Download & mark as sent: For invoices that are sent by post. Here it is important that you actually send the invoice promptly, as the due date is calculated from this point in time.
Amounts:
- Total net
- Leadtime fee (calculated automatically)
- Value added tax
- Total gross
2. tab Details
Here you can see all invoice items, e.g:
- Name of the service (e.g. "Support")
- Invoiced hours
- Hourly rate
- Individual and total amount
The tasks on which the invoice is based can be viewed here - but can no longer be changed, as the invoice has already been created. Changes are only possible if you delete the invoice and go back to invoice verification.
Further actions in the invoice menu
You will find several buttons at the top of the detailed view:
- Customize: Allows you to change invoice texts or individual settings (e.g. texts, payment terms).
- Delete: Cancels the invoice - as long as it has not yet been sent. The associated services then return to invoice verification.
- Cancel: Creates a negative invoice (credit note) to neutralize an invoice that has already been sent. The original invoice amount is reversed.
- Mark as paid: Once payment has been received, you can set the invoice to "Paid". It then moves to the "Paid" tab.
Sending invoices & invoice documents in Leadtime
What happens after dispatch?
Once an invoice has been sent, its status in the Billing > Receivables area changes from "Created" to "Sent". However, the invoice remains in the "New" tab and a proof of dispatch is logged.
This is then shown in the detailed view:
This means:
- The invoice was not sent automatically, but by download and external mail
- The time, sender and recipient are documented
- The "Resend" button is still available - e.g. in the event that the invoice document has been lost.
Structure of a Leadtime invoice document
An invoice in Leadtime consists of two parts:
1. cover sheet
The cover sheet contains all formal invoice information:
- Invoice number & date
- Period of service provision
- Customer data & contact person
- Project name and brief description
- All main items (products, hourly rates, fixed prices, etc.)
- Net, tax and gross amounts
- Payment target, account details, reminder text
- Footer with legal information & logo
2. appendix: performance record
The appendix documents in detail what work has been invoiced. The table contains
- Date of the task
- Person responsible for the task
- Ticket ID and title
- Hours released
- Unit price & total amount per ticket
This structure gives the customer full traceability - also for internal review processes.
Special notes
- An invoice is a commercial document. Once it has been created, it can no longer be changed.
- A cancelation invoice is required for corrections - this cancels all items and creates a new draft.
- The tickets originally invoiced receive a new invoice number - and are still documented.