In this article, you will learn
- What is early invoicing and how it helps you
- Steps to generate and send invoices
- Take actions on the sent invoices
- Answers to some common questions
______________________________________________________________________________
About early invoicing
The early invoicing feature allows you to send an invoice to your customer as soon as you have a Proof of Delivery and Customer Rate Confirmation. This helps you to get the invoice in the hands of your customers sooner, particularly in those cases when your contractors take a long time to send an invoice.
______________________________________________________________________________
Generate and send invoices
You can generate and send invoices when the job status is Draft or Pending Approval.
Click on Jobs in the left-side navigation. In the expanded view, click on Job Board.
The list of jobs shows. Locate the target job for which you want to generate and send an invoice. Use Filters or Search to find a specific job. (Please see Using list of jobs for more details.)
When you find the target job, click on the row. The job details page opens.
đź’ˇNote: Before you create and send an invoice, you need to upload the billing documents. If there are no billing documents in the job, the option to generate an invoice is not available.
In Document Details, click on the Create and Send Invoice button.
Denim shows you a notification, as below.
The invoice is in queue for 15 minutes before it is sent to the billing contact for your customer.
_____________________
Send Latest Invoice
Depending on the status of invoice and the billing documents, you can continue creating more invoices, if required. When you upload new billing document, click on the Send Latest Invoice button to send the latest invoice with the new document added.
For all the invoices that you generate, an Invoice Generated entry appears in the list, with:
- Date: The date when the invoice is generated.
- Download: A download icon that you can use to download the invoice file.
______________________________________________________________________________
Sent invoices—see details and invoice email status
The invoices that you have sent are listed with the invoice email status for each invoice version.
After the 15 minutes gap that an invoice takes to reach the customer contact profile, it shows the date and time stamp, and the email address of the invoice recipient. For each such invoice, there are three icons:
- Delivered: Whether the invoice is successfully delivered to their mailbox.
- Opened: Whether the recipient has opened the invoice.
- Dropped: Whether the invoice dropped and did not reach the right mailbox. A dropped email is generally caused by an invalid email address, or an email being blocked or sent to spam.
đź’ˇNote: The invoices that the Denim operations team creates also show in this list.
_____________________________________________
Answers to some common questions
Q: Does Denim still send an invoice?
A: Yes, but only if you have not manually sent an invoice in your dashboard. Once you send an invoice, all automatic invoicing from Denim is turned off. This means that if you make a change after sending the first invoice, such as adding another document or changing an amount, you will need to send another version.
However, for any job where you have not sent an invoice on your side, Denim will send an invoice when the job is approved.
Q: Do I still have to upload a contractor invoice in the Supporting Paperwork section?
A: Yes. You still need to upload your contractor’s invoice before submitting the job for funding, so that Denim can pay your contractor.
Q: Will my aging calculations change?
A: Aging in Denim will only begin once the job has been approved, and not when an invoice is manually sent. You may keep a separate aging date in your own records, if desired.