Creating and editing invoices on Keka PSA

What is an Invoice

An invoice is a formal document that outlines the details of the services rendered and the corresponding charges. It serves as a request for payment from the recipient company to the service provider. 

In Keka PSA, an invoice typically includes information such as the names and contact details of both companies, a description of the services provided, quantities or hours, rates, any applicable taxes or discounts, the total amount due, the date it's due on, and payment terms. 

Invoices are generated for specific billing periods depending on the billing frequency defined for a project or a client. You can include the billable hours that apply to this period and bill the client for the rates.

Adding an invoice

To access the Invoices section, navigate to Project (1) and open the Finances (2) tab.  Go to the Invoices (3) tab here. On the Due Invoices (4) tab, click on +Create Invoice (5) to add a new invoice.

The Create Invoice window will open up where first you have to select the project for which you are generating this invoice using the Project drop-down. You will see the various Billing Periods on the next screen and the billable hours applicable in each billing period as per the timesheet submissions by the resources working on the project. Click Continue after selecting the billing periods to be included in the invoice. 

You will now be taken to the Invoice page where you can enter the various details about the invoice. Let us take a look at the different fields to configure on the invoice. 

The first aspect to focus on would be Customer Attention (1) which specifies which of the client contacts the invoice needs to be addressed to. You can add multiple contacts from the client and the drop-down will show you these contacts.

To know how to add client contacts on Keka, read here. 

You can also enter the purchase order number or PO Number in case it is needed in the PO # field (2).  You should also select the relevant Billing Entity (3) for the invoice. 

Other details to be entered here include the Invoice Date (4) and the Payment Terms (5). You can define standard payment terms for your billing processes based on the various payment periods that the clients work with. Click on the Payment Terms field and select the relevant Payment Term from the drop-down. Once you select the payment term, the due date will change accordingly. 

Once you have entered these details, it is time to include the relevant line items in the invoice. 

You can see that the various timesheet entries for the billing period that you selected in the previous step has been added here as line items automatically. You can make changes to these line items if you wish. 

You can edit the Description, Qty / Unit, and the applicable billing Rate. If you want to delete a particular line item, use the delete icon corresponding to this row. 

After you have added all the line items corresponding to the timesheet hours logged during the billing period, you can also add additional line items if any that need to be invoiced. To add a new line item, click on +Add.

Here you will find 3 options in the drop-down.  If you want to add other timesheet hours or expenses that have been logged for this project, select Timesheet Hours/Expenses. 

Product Line Item allows you to add any product-related expenses that have been incurred. You can configure these product subscriptions at Finances >> Settings. To know more about this, read here. Selecting the Product Line Item option will open the Add Product Line Item page where you can choose the product line item from the list of products added. You can also enter the quantity that needs to be applied to the invoice. Select Add to add the line item to the invoice. You can also add more than one Product Line Item by clicking on +Add Product. 

If you select the Other Line Item option, a new line item will be added to the invoice which you can configure as you wish and add any other line item that has not been entered yet. 

Once you have added all the different line items that need to be included in the invoice, it is now time to finalize the invoice. 

You can add an attachment or a note to the invoice.  To add an attachment, click on Attach Files and add the attachment as you wish. Add a note if needed in the textbox provided. 

Finally, you can add taxes and also offer a discount on the invoice if needed.

You can either add a Discount Percentage or a Discount Value. As the name indicates, the discount % will apply a percentage discount on the total value of the invoice. Select this option and enter the percentage of discount to be applied. The total invoice value will change according to this. 

If you want to apply a flat value discount as opposed to a percentage discount, select Discount Value and enter the value of the discount applicable. The value you enter will be subtracted from the subtotal. 

Finally, you can add applicable taxes to the invoice too. You have to configure the taxes in Finances>>Settings >> Taxes. Click on the Tax drop-down to see the various taxes that has been configired in Keka PSA.

To know about how to add group and individual taxes, click here

Select the tax that applies to the invoice. The tax amount will be added to post-discount amount to give you the final invoice amount. 

After you have entered all the necessary details, you can either save the invoice as a draft or generate the invoice. Select the appropriate option from the buttons on the top of the screen. 

Editing/Updating drafted Invoices

You can always save an invoice as a draft in case you don't wish to finalize it yet. You can work on these invoices that have been saved in drafts at a later time and even cancel the drafted invoice as you wish. Let us see how you can do this. 

To view the various invoices, go to Projects from the left navigation pane and select the Finances tab. Ensure you're on the Invoices tab. You can see the various invoices that have been saved as drafts or generated. 

Click on the Three dots icon next to the drafted invoice to see the various options you have. Select Update to edit the invoice. 

Make the necessary changes to the details of the invoice in the window that opens up. After you are done making the changes, click on Update Invoice to save the invoice with the changes as a draft. If you want to generate the invoice, select Generate Invoice.

To cancel an invoice that you have saved in drafts, click on the three dots and select Cancel Invoice from the drop-down.

In the Cancel Invoice window, enter a reason for cancellation and then click Yes, Cancel. 

You can edit invoices only prior to marking them as "Sent." Once they are marked as "Sent," any updates cannot be made.

That's all about creating and editing invoices on Keka PSA. Want to know more? Talk to our product experts today!