Creating and Processing Invoices

Bills

This article provides a guide on managing bills within the Halo system. It explains that bills are similar to purchase order invoices, used to track expected payments and can be synced with Xero. The process of creating a bill involves selecting an action button within a purchase order and setting details such as date and reference. Bills are linked to their purchase orders and can be converted into PDFs for record-keeping or emailing. The article also outlines how to configure PDF templates and change them for individual bills.

Creating Invoices

This article provides a comprehensive guide on various methods of creating invoices in Halo. It covers topics like ad-hoc invoicing, invoicing from opportunities or tickets, recurring invoices, automated quantity billing, and labour billing. The preferred method involves generating invoices from opportunities or tickets, recommending a process flow of quotation to sales order and finally to invoice. There are also options for recurring billing and setting different clients for invoicing. Additionally, the guide explains how to enable automated quantity billing by linking it to user data, and how labour billing can be configured and processed.

Credit Notes

This article discusses the use and management of credit notes, which are issued to customers when products invoiced are no longer needed. It covers how to create, identify, and utilize credit notes, including adjusting credit lines and allocating credits to invoices. The article explains configuring system IDs, sending credit notes, voiding them, and the process for adding credit as payment records. Instructions are also given for syncing credit notes with accounting integrations and viewing them in the self-service portal, as well as customizing their appearance on invoices.

Customising Invoice lines for a Project

This article provides a guide on customizing how labor lines for project work appear on invoices. It explains the options available under 'Grouping for Invoice lines (Project)' in the billing configuration. These include options like no grouping, grouping by ticket, rate, and day, grouping by ticket and rate, or by project with lines for each budget type. The choice of grouping should consider whether customers are invoiced per ticket or collectively. The setting 'Invoice each Ticket separately' determines billing per ticket or for all labor on the same invoice.

Deferred Revenue for Pre-Pay

This article provides a comprehensive guide on how to set up and manage deferred revenue for pre-paid projects using Halo's billing system. It details the process of enabling deferred revenue, setting up projects and contracts, invoicing for these projects, and recognizing revenue as work is completed. Deferred revenue allows businesses to take payment upfront while deferring revenue recognition until the work is performed, maintaining accurate financial records. The article also highlights how to manage deferred revenue for down payments.

Down Payments

The article provides a comprehensive guide on managing down payments in Halo, allowing users to take deposits for projects while deferring revenue recognition. It includes steps on setting up a down payment product, creating down payment invoices, and utilizing the improved methods available in version 2.208.1 and later. The guide explains configuration settings for deferred revenue and how these payments integrate with accounting tools to track deferred revenue and recognize it at a later time. The process involves linking down payment products to sales orders and updating revenue accounts accordingly.

Embed XML Attachments to Invoice PDFs

This article provides guidance on embedding XML attachments into invoice PDFs to comply with upcoming EU eInvoicing regulations, which become mandatory by January 1st, 2026. It details the steps for customizing XML templates based on the EN16931 specification, assigning these templates to PDF invoices, and ensuring data consistency between PDF and XML formats. Users can configure the system to display warnings for discrepancies in tax or revenue data. Additionally, it highlights that only certain PDF readers, like Adobe, can display embedded XML attachments.

Group Invoice Lines by Product Group

This article provides a guide on categorizing invoice lines by product groups in Halo. It involves configuring the settings in Halo's billing options to enable grouping, which affects how invoice lines are displayed and synchronized with Xero accounting software. Instructions include navigating to advanced settings and checking or editing product group assignments. Before applying the changes, invoice lines are individually displayed; after applying, lines are grouped by product category. The process for checking and setting product groups is also covered.

Invoice Approvals

Invoice Payments

The article covers managing invoice payments in Halo, including tracking payment status (paid, partially paid, or unpaid). It provides instructions on adding payment records manually or syncing them from integrated tools like Xero and Stripe. Users can add details such as the amount paid, payment method, and reference. Payment records update the invoice status automatically. Additionally, payment notifications can be set up to alert users when invoices are paid. Integration guides should be checked for compatibility with payment syncing features.

Invoicing Explained

Merging and Grouping Invoice Lines

This article provides guidance on grouping invoice lines, with options to invoice each ticket separately or merge sales orders and other charges into a single invoice. Depending on the configuration settings in the billing section, labor and project lines can be grouped by ticket and rate, with billable time handled on recurring invoices. Users can enable settings to merge invoices per client, ensuring all relevant charges are consolidated. Separate invoices can be created per ticket or customer when needed, using specific options for labor, tickets, and sales orders.

Merging Invoices

Multi-Currency

This guide explains the setup and utilization of Multi-Currency functionality in Halo. It covers the process of enabling and configuring multiple currencies, setting conversion rates, and using currency overrides. It also details how to view and manage currency conversions in various financial documents such as quotes, orders, and invoices. Additionally, it provides instructions for integrating this feature with the Xero accounting software to streamline invoicing via automatic currency application and conversion. The guide ensures efficient handling of transactions in multiple currencies for businesses dealing internationally.

Recurring Bills

Sending Invoices

The article provides a comprehensive guide on sending invoices, focusing on mailbox overrides, sending invoice reminders, and choosing email templates. Mailbox overrides can be set at various levels like contract, customer, top level, or global, to determine which email address invoices are sent from. The guide also explains how to send invoice reminders to customers using a specific email template and manage email templates effectively for invoice communications.

The Ready For Invoicing Area

The article provides a detailed guide on using the Ready for Invoicing area within the Invoices module of Halo. It explains how to create, edit, and delete invoices for various billable entities, such as projects, recurring invoices, and travel expenses. The guide describes the subsections available in the area, including filtering capabilities to streamline the invoicing process. Users can also learn about custom filters and how to align invoices with third-party accounts for seamless integration.

Using QR Codes on PDF Templates