The "Person" is the person who logged the time from the invoice
into Cashboard.
The "Project ids" are all of the projects which have billable time
included in the invoice. You can hold Cmd (on Macs) or Ctrl (on
Windows) to select multiple projects. If you're not sure whether a
particular project was included in the invoice, go ahead and select it.
The projects selected here determine which time entries show up on the
next page to match to the invoice, so you can always uncheck time
entries on the next page that aren't included in the invoice.
The "Issue date" is the date the invoice was sent to us.
The "Due date" is the date payment is due to the subcontractor for
the invoice amount. This may vary from subcontractor to
subcontractor, as depending on our terms, payment may be due 15 days
from the "Issue date" (net-15 terms), 30 days (net-30), or some other
date. Oftentimes, the due date or terms can be found on the
invoice. Freshbooks, for example, usually puts the terms at the bottom
of the invoice under the total.
The "Work start date" and "Work end date" fields are the dates
within which the work was performed and logged in Cashboard.
Typically, you can scan the time entries in the subcontractor invoice
for the earliest and latest time entry dates to enter here. If you're
not sure, you can guess as well; the next screen will allow you to
change them if necessary.
The "Invoice Number" is the subcontractor's own invoice number on
the invoice. This will allow us to easily reference if we ever need
to verify anything with the subcontractor.
The "Invoice Total" is the total amount from the invoice (not
necessarily the amount due, which could be different if we had an
outstanding credit with the subcontractor that has been applied to the
invoice already).
The "Attachment" field is where you can now browse to the PDF of
the invoice on your computer to upload to the Subcontractor
Dashboard.
Click "Create Invoice".
Click the "Select All" link on the left above the time entries.
If the Totals match, indicated by a green "0" (zero), click the
"Save" button.
If the Totals do not match, and the time entries from Cashboard are
greater than the subcontractor invoice total, unselect time entries
until the totals match. You may need to look at the PDF invoice and
compare the dates, hours, and notes from each time entry to determine
which entries from Cashboard are not included in the subcontractor
invoice.
If the Totals do not match, and the time entries from Cashboard are
less than the subcontractor invoice total, try setting the "Work
Start Date" at the top to an earlier date to find more time entries from
Cashboard which may have their entered date off from the date listed in
the subcontractor invoice. Likewise, try setting the "Work End Date" to
a later date.
Once the Total match, click "Save".
If the Totals cannot be made to match, you may leave this screen
and move onto the next invoice to come back to this one later.
