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To access invoices in Ruddr, click on the Invoices sub-menu item (Figure 1) within the Billing area.
Select Invoices to Administer Invoices in your Workspace

Figure 1 - Select Invoices to Administer Invoices in your Workspace

In order to access invoices, you must have client-level invoice permissions.
  • To view the invoices list (Figure 2), you must have the View published invoices permission on your security role.
  • To create or edit draft invoices, you must have the Create and edit draft invoices permission.
  • To publish invoices and send them to clients, you must have the Publish and send invoices, and record payments permission.
At the top of the page is a set of filters that allow you to narrow down the invoice list by client, invoice number, invoice status, issue date, receivable age, and client practice. At the top-right of the page, you will find buttons to download the list of invoices, view the filters drawer to filter the list, and a create invoice button. The create invoice button will allow you to create a blank invoice, such that you can create an ad-hoc invoice. Ad-hoc invoices are invoices that are created “from scratch”, as opposed to invoices that are created from the Ready to Bill screen. In Ruddr, ad-hoc invoices should very rarely be created, as you will want to generate invoices from transactional data on your projects. You can make this button unavailable by disabling the Allow ad-hoc invoice creation setting in the Invoices settings section of workspace settings. Below the filters (Figure 2) is a breakdown of the total dollar amount of the published invoices broken down by their accounts receivable age. The bar chart shows:
  • Current invoices in green
  • Invoices 1-30 days past due in yellow
  • Invoices greater than 30 days past due in red
This allows you to get a quick understanding of your accounts receivable portfolio. Note that this accounts receivable visualization only includes published invoices and not draft invoices. The list of invoices can be downloaded by clicking the download button to the left of the filters button at the top-right of the list.
Invoices List

Figure 2 - Invoices List

When invoicing in Ruddr, you will move items from the Ready to Bill screen to draft invoices and ultimately to published invoices. Invoices cannot be sent to clients until they are in a published state. To view the invoice detail of any invoice in the list, simply click on the invoice row. This will bring up the detail view of the invoice. If the invoice is in a draft state, then the invoice will be editable. If the invoice has been published, it will be read-only. The actions you can take on the invoices in the invoices list depend on the state of the invoice as well as your security role. A draft invoice has a specific set of actions (Figure 3) that allow you to work with the invoice in draft mode but also to publish the invoice.
Action Menu for a Draft Invoice

Figure 3 - Action Menu for a Draft Invoice

A published invoice that has not been fully paid will be in an Open status and will has a specific set of actions (Figure 4) attributed to it that allow you to send to the client, receive payments, and even unpublish the invoice to put it back into draft mode. For workspaces that leverage the QuickBooks Integration or the Xero Integration, this action menu will allow the user to save the invoice to QuickBooks / Xero.
Action Menu for an Open Invoice

Figure 4 - Action Menu for an Open Invoice

Lastly, a published invoice that has been paid will be in the Paid status and will allow for actions (Figure 5) such as sending (or re-sending) to the client, viewing, and saving to QuickBooks (if configured in the workspace).
Action Menu for a Published and Paid Invoice

Figure 5 - Action Menu for a Published and Paid Invoice

Note that you cannot delete an invoice if it has payments against it. In order to delete an invoice that has payments you must first delete the payments.