How to create invoices and send them out from Uku?
TL;DR: Create invoices from the Billing page by opening individual drafts or selecting multiple clients at once. Send invoices by email, export to your accounting program, or both. You can also recalculate, cancel, and restore invoices as needed.
Who can do this
Company owners and main users with billing access
A client agreement must be drawn up and approved before invoices can be generated
The Billing app must be enabled for your company account
Overview
After drawing up and approving your client agreement, you can get an overview of your current and past invoices on the Billing page.
Invoices for the current month
Find invoices in progress for the current month in the Draft tab. There are two ways to create an invoice:
Option 1: Create invoices individually
Open an invoice from the draft list.
Make the needed changes.
Click Create invoice.
Option 2: Create invoices in bulk
Select the desired clients' invoices in the invoice list.
Click Create in the action bar.
Invoices for the previous period
Find invoices for the previous period in the Created tab.
You may need to recalculate invoices when:
Changes have been made to the customer contract
Additional work was done at the end of the period and has not yet been invoiced
To recalculate, select the invoices and click Recalculate in the action bar. Recalculating several invoices at once may take a few moments.
Sending invoices
Verify that everything is correct on the generated invoices.
Find the created invoices in the Created tab.
Select the invoices you want to send.
Click the Send button to email them to clients.
Tip: If you want invoices to be sent from your own domain, set up your email address via the App Store.
In addition to emailing invoices, you can export them from Uku to your accounting program or Excel.
Cancelling an invoice
Select the invoice in the list or open it.
Cancel the invoice.
Cancelled invoices are not returned to the work queue but are moved to the Cancelled invoices tab.
Restoring a cancelled invoice
Navigate to the Cancelled invoices tab.
Uncheck the invoice in the list, or open it and select Restore.
The restored invoice will move to either the Approval or Created tab, depending on the billing period.
Troubleshooting
No draft invoices are appearing for the current month. Ensure the client has an active, approved agreement with products configured. Invoices are only generated when billing rules are in place.
Invoice amounts are incorrect after recalculation. Verify that contract changes or additional work entries were saved before recalculating. Recalculation pulls the latest data from the agreement and tracked work.
Invoices are not being received by clients. Check the client's email address in their contact settings. If sending from your own domain, verify your email setup in the App Store. Also review email sending configuration.
Restored invoice appears in the wrong tab. This is expected behavior. Restored invoices are placed in Approval or Created based on the billing period the invoice belongs to, not the current period.