To generate invoices on BoondManager, it is necessary to create the client order first. This will prepare / automate the generation of your invoices. The order is essentially the "digital contract" on BoondManager.
For a Time & Materials/TA project
Order creation
On Time & Materials/TA projects, orders must be correlated to the delivery(ies).
Projects > Project card > Deliveries tab
After qualifying the "Deliveries" tab of your Time & Materials / TA project:
Check the Delivery card(s) you want to associate with your order
Click on the link "Create an order"
Order qualification
Projects > Project card > Order card
Verification / Information to provide
Enter the order number: this is the order number provided by your client or your internal reference if the client does not provide an order reference.
IMPORTANT: Validate the "Ordered Turnover (ET)" (i.e., the amount of the order). By default, the tool takes the signed turnover entered on the delivery cards associated with the Order. It is important to fill in this field correctly to obtain a billing delta between the order and what you have invoiced.
Check or uncheck the box "Receipt of customer agreement" to indicate that you have received the official document formalizing the customer agreement. From the "Billing" module, you can quickly view all orders for which you have or have not received the customer agreement using the "Orders" view.
Enter the order date (by default it will take today’s date)
If you created your order from the "Deliveries" tab, the tool should have automatically correlated your Delivery card(s) to the order. If not, select the Delivery card(s) to associate with the order. Correlating an order to Delivery cards allows you to associate the periods + signed turnover of the missions to the order. It also facilitates invoice generation from the PostProduction App.
IMPORTANT "Billing type": Monthly or Schedule. By default, the tool offers Monthly billing on Time & Materials / TA projects. Thus, for each month of the order period, you can invoice the Production Turnover (valued time, expenses, and billable purchases). If you wish, you can switch billing to Schedule. This billing type is generally used for Fixed-price projects.
Select the client’s billing address in the "Billing details". If no billing address is offered, it means you have not entered a billing address on the client Company card.
Enter Billing instructions that will appear on your invoice as a reminder.
Enter or modify the VAT rate
Enter or modify the Payment terms for your invoices
Select your Bank details to which the invoice should be paid from your available IBANs
Point of attention
Make sure that:
the "Main manager" and the "Agency" to be associated with the order are consistent. By default, the tool sets as "Main manager" of the order the person who creates the order and as "Agency" of the project, the project owner agency.
the Sending method (Email, Mail, Portal...) is defined in the billing details.
To go further:
"Monthly invoice settings" allow you to define certain specifics for invoices linked to this order:
Separate invoices by activity allowing to split expenses and purchases as well as exceptional activity and thus have distinct invoices
Group activities into one invoice line allowing the grouping of deliveries or even expenses into one line
Attach the Activity Report (CRA) as an annex: by enabling this option, Boond will attach the Activity Report (signed or not)
Mandatory signed Activity Report: by enabling this option, your employee will be alerted on their timesheet to trigger the document signature and billing will be blocked if not done
Set default client PDF parameters: elements will be pre-checked when your employee triggers the electronic signature process and will be considered during the creation and download of the client Activity Report
Attach expense receipts as annexes: if an expense receipt is associated with a rebilled expense, it will be attached as an annex to the invoice.
Possibility to enter a comment and display it (by checking the box) on all invoices
Configure invoice PDFs
Merge annexes into the invoice PDF: annexes will be added as subsequent pages of the invoice. Only PDF or image formats (JPEG and PNG) can be merged
Display specific fields on the invoice PDF by default: bank details, VAT number, recipient’s RN, project reference, etc."
The "Invoices legals" section allows you to enter a generic mention you want to display on each invoice associated with the order.
Useful for attaching for example the signed order
Important information!
To make it easier to create your orders, you can configure your default order from the Administrator interface (the standard legals to display, the standard payment terms, the bank details...):
Administrator interface > Legal Agencies section > Relevant Legal Agency > Billing tab
Invoice your project
We invite you to watch the tutorial Monthly billing: invoice a Time & Materials/TA project
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For a Fixed-price project
Creating a fixed-price project
Projects > Project card
Order creation from any tab of the Project card.
Order qualification
Projects > Project card > Billing tab > Order card
Verification/Information to provide
Enter the order number, i.e., the order number provided by your client or your internal reference if the client does not provide an order reference.
IMPORTANT: Validate the "Ordered Turnover (ET)" (i.e., the amount of the order). By default, the tool takes the signed turnover entered on the delivery cards associated with the Order. It is important to fill in this field correctly to obtain a billing delta between the order and what you have invoiced.
Check or uncheck the box "Receipt of customer agreement" to indicate that you have received the official document formalizing the customer agreement. From the "Billing" module, you can quickly view all orders for which you have or have not received the customer agreement using the "Orders" view.
Enter the order date (by default it will take today’s date)
By default, no delivery will be correlated to the order. However, if you wish to correlate deliveries to the order, you can manually associate them in the "Correlated Deliveries/Purchases" section.
IMPORTANT "Billing type": Monthly or Schedule. By default, on a fixed-price project, the tool proposes to invoice using a schedule system. If you wish, you can still choose "Monthly" billing => for each month of the order period, you can invoice the Production Turnover (valued time, expenses, and billable purchases). This billing type is generally used for Time & Materials / TA projects.
The "Billing schedule" section allows you to enter the various planned/expected billing deadlines for your order. When you click on "Create invoice" the tool will offer you to select one of the deadlines formalized in this field. Also, all deadlines created on the order are displayed in a synthetic way from the "Billing" module > "Deadlines" view. The tool displays all deadlines and indicates if, for each deadline, there is an invoice and also if there is a delta between the invoiced and the expected amount.
Select the client’s billing address in the "Billing details". If no details are present in the dropdown list, you will need to create them.
Check the Payment terms and VAT rate
Make sure you have the correct Bank details associated with your order (if you want them to appear on your invoices). From the Administrator interface, you can configure the default bank details to display + configure additional ones that you can select depending on the orders/projects/clients.
Point of attention
Make sure that:
the "Main manager" and the "Agency" to be associated with the order are consistent. By default, the tool sets as "Main manager" of the order the person who creates the order and as "Agency" of the project, the project owner agency.
the Sending method (Email, Mail, Portal...) is properly defined in the billing details.
To go further
Possibility to enter a comment and display it (by checking the box) on all invoices
"Invoice PDFs" allow you to define the mentions you want to display on invoices linked to the order (bank details, project reference, resource names, footer...).
The "Invoices legals" section allows you to enter a generic mention you want to display on each invoice associated with the order
Useful for attaching for example the signed order
Important information!
To make it easier to create your orders, you can configure your default order from the Administrator interface (the standard legals to display, the standard payment terms, the bank details...):
Administrator interface > Legal Agencies section > Relevant Legal Agency > Billing tab
Project billing
We invite you to watch the tutorial Schedule billing: invoice a fixed-price project
⠀
For a Product Sale project
Order creation
Projects > Project card
When you create a project of type "Product" you can assign a product previously created in your Product module.
Before creating the order, make sure you have properly qualified your product in the delivery tab of your project. You have defined the relevant period as well as the sale rate and the number of periods sold.
After qualifying the "Deliveries" tab of your project:
Check the line(s) corresponding to your product
Click on the link "Create an order"
It’s as simple as that, well done! You have just created your order.
Order qualification
Projects > Project card > Billing tab > Order card
You now arrive at your order, you can verify and complete it.
Enter the order number, i.e., the order number provided by your client or your internal reference if the client does not provide an order reference.
The "Ordered Turnover (ET)" is based on your signed turnover, i.e., what you have qualified on the delivery correlated to the order. You are free to adjust it if needed.
Check or uncheck the box "Receipt of customer agreement" to indicate that you have received the official document formalizing the customer agreement.
Enter the order date here.
"Correlated Deliveries/Purchases": Here you find the product(s) correlated to the order.
"Billing type": Here you find the default billing settings, you are free to modify them specifically for this order.
The billing type depends on the type of product ordered. By default, the tool will offer:Schedule for a sale of unit, annual, semi-annual or quarterly product. With this billing type, you must define the various deadlines (date, title, and amount)
Monthly for a sale of monthly subscription product. With this billing type, the tool will offer to create invoices for each month of the subscription period.
Make sure you have entered your client’s billing details. If no details are present in the dropdown list, you can either:
Point of attention
Make sure that:
the "Main manager" and the "Agency" to be associated with the order are consistent. By default, the tool sets as "Main manager" of the order the person who creates the order and as "Agency" of the project, the project owner agency.
the Sending method (Email, Mail, Portal...) is properly defined in the billing details.
Project billing
Invoice your product sale project like a standard delivery, either from the order or from PostProduction
From the order
If you want to invoice manually, simply go to the order and press the button
The tool then offers to select the relevant month or deadline.
From PostProduction
If you are on monthly payment type, the tool will show each relevant month a Production Turnover and allow you to invoice in the standard way via the cash register at the end of the line or in bulk via the cash register at the top of the table.
If you are on schedule payment type, the tool will show the month of the relevant deadlines the amount of your deadlines and allow you to invoice in the standard way via the cash register at the end of the line or in bulk via the cash register at the top of the table.