How to create a prepayment invoice in Uku
TL;DR: Create prepayment invoices by activating the Billing app, setting up fixed-price products with placeholders, configuring a client contract, and then generating and sending the invoice.
Who can do this
Users with Manager or Admin permissions
The Billing app must be activated for your company account
Access to the Products, Contracts, and Invoices sections in Uku
Important: Prepayment invoices can only include products with a fixed price. Hourly or per-piece products cannot be used for prepayment invoices.
Step 1: Activate the Billing app
Activate the Billing app if you have not already done so. This enables all invoicing features in Uku.
Step 2: Create fixed-price products
Create products that will appear on the prepayment invoice.
Navigate to the Products section.
Add the fixed-price services or products you want to include on the invoice.
To make it clear that the invoice covers a prepayment period, use placeholders in the invoice description or product names (e.g., to display the billing period automatically).
Tip: Placeholders automatically insert details like billing period dates into the invoice, making it immediately clear to the client what the prepayment covers.
Step 3: Set up a client contract
Set up a client contract for the client.
Navigate to the Contracts section for the client.
Create a new billing contract.
Add the correct fixed-price products to the contract.
Define the start date for the prepayment period.
Step 4: Generate and send the invoice
Once the billing period begins, the invoice is generated automatically and its status is set to Draft.
Navigate to the Invoices section.
Select the invoices you want to generate.
Select Create and then select Continue.
The invoice status will change to Created.
Review the invoice, then send it to the client.
Managing multiple clients
If you have many clients, consider creating a dedicated client group to make filtering and managing prepayment clients easier.
Troubleshooting
The invoice is not being generated automatically: Verify that the billing contract has the correct start date and that the billing period has begun. The invoice will only appear as a Draft once the period starts.
Non-fixed-price products appear on the invoice: Prepayment invoices only support fixed price products. Remove any hourly or per-piece products from the client contract.
Placeholders are not replaced on the invoice: Check that you are using the correct placeholder syntax in the product name or description. Placeholders are resolved when the invoice is generated, not in the product editor.
The invoice is stuck in Draft status: You need to manually select the invoices and use the Create action to move them to Created status before they can be sent.
