How to Process Client Invoices

To process and send client invoices based on approved timesheets, follow these steps:

1. Navigate to the Accounts section, then select Process Invoices

2. By default, the Billing Company will populate automatically

• If you manage multiple entities, select the correct Billing Company from the dropdown menu

3. The Invoice Cycle defaults to weekly (Monday to Sunday for the previous week)

• You can change the cycle from the dropdown menu if required

4. All States will populate by default

• Use the dropdown to filter or select a specific state

5. All Divisions will also populate by default

• Use the dropdown to filter or change as needed

6. Date Period will default to the previous week (Monday to Sunday)

• Adjust the date range if necessary

7. All Sites will populate by default

• You can select a specific site using the dropdown menu

8. The Invoice Date will default to the current date

• You may change this if required

Note: The selected invoice date determines the due date, for example - this will be calculated as invoice date + 7 days

9. Click Next

Review and Approve Invoices

10. A list of generated invoices will display

• Review each invoice or edit as needed

11. Invoices will be sent to the contact email address set up under Site Invoice Setup

• You can add or change the recipient email address directly from the invoice screen or within the Site Invoice Setup

• Multiple email addresses can be added if required

12. Look for any warnings (e.g. missing charge rates based on role or shift type)

• Warnings will include a message explaining the issue so you can address it before sending

13. Select invoices to approve individually or use multi-select to approve in bulk

14. Select the Approve button on the right hand side 

Sending Invoices via Email

15. After approving, you will return to the invoice list and the status will now be open 

16. Select the invoices you would like to send — either individually or using multi-select

17. Click Send to email the invoices to the client

Invoices will be sent to the contact email address selected or set in Site Invoice Setup
You may update the recipient email on the invoice screen or in Site Invoice Setup
Multiple email addresses can be added if required

Export Invoices for Your Accounting System

18. After sending, follow the process to export the invoices from Cerely

19. Import the exported file into your accounting system (e.g., MYOB or Xero) to complete the billing process

Your client invoices are now processed, sent, and ready for reconciliation in your accounting platform.