Handling self-billed invoices sent to the Kleer customer by their customer

Some companies work with self-billed invoices. One of your customers can send you a payment and a basis for it instead of you sending them a customer invoice first. Here is a guide to how this is handled in Kleer.

Introduction

Some customers use self-billed invoices, which means that they create an invoice to themselves based on the number of hours your consultants have reported at the customer. In this case you need to create a customer invoice that is then matched with the payment the customer makes when they pay the self-billed invoice they issued themselves.

There are two different ways to create a customer invoice from the self-billed invoice basis you receive from the customer:

1. Create the customer invoice manually
2. Start from time reporting

This guide describes both of these approaches.

Customer invoice related to a self-billed invoice

Create a customer invoice manually

Go to Customer invoices > New invoice in the menu on the left. Choose the customer the invoice is to be issued to.

• Fill in the reference number stated in the basis/self-billed invoice from the customer. It is important to do this so that the payment from the customer can be matched with the customer invoice
• Check that the delivery method is “Not sent”
• Choose the product and the number of hours to be invoiced based on the self-billed invoice basis
• Under “Attachments” you attach the basis/self-billed invoice from the customer

Check that the amount and the hours match the basis from the customer. Then click “Save” and the invoice goes on for authorisation. To complete it, the invoice is to be authorised and sent (note that it will not be sent to the customer even if you click send).

The customer invoice will then be matched automatically with the payment from the customer.

Create a customer invoice from time reporting

If your consultants have reported time on the customer in Kleer’s time reporting module, an invoicing basis is created automatically. You find the customer invoicing basis under Customer invoices > Time reports in the menu on the left.

Check that the hours that have been reported match the basis the customer sent. If not, go into “Edit basis for invoice” and adjust the number of hours so that they match the customer’s self-billed invoice. Then click Save, and the customer invoice goes on to authorisation.

Go into the customer invoice when it is under Authorise:

• Fill in the reference number stated in the basis/self-billed invoice from the customer. It is important to do this so that the payment from the customer can be matched with the customer invoice
• Check that the delivery method is “Not sent”
• Under “Attachments” you attach the basis/self-billed invoice from the customer

The customer invoice is then ready to be authorised and sent (note that it will not be sent to the customer even if you click send).

The customer invoice will then be matched automatically with the payment from the customer.