Introduction

This guide explains the invoicing process for Contractor/Supplier users, including manual invoicing, bulk invoicing, and fixed-price contracts.

Eligibility for Invoicing

• For a task or work order to be eligible for invoicing, it must meet the following criteria:
• The task must be in an eligible status (typically "Complete").
• The task must have a "Chargeable" chargeability status.
• A valid GL Code must be assigned to the task.
• The task must be in a Workflow Status that is marked as “Eligible for Invoicing”

 

Types of Invoicing

The platform supports two types of invoicing:

• Manual Invoicing – Enter invoice details manually via the system.
• Bulk Invoicing (EDI) – Generate multiple invoices at once using an Excel template.

Manual Invoicing

Steps to Create a Manual Invoice:

1. Navigate to the eligible task. (Invoicing > Eligible Tasks)
   1. Click on the "Invoice Task" button.
2. Alternatively, use the Manual Invoice menu option or the Money Button in the eligible tasks menu.
3. Enter the invoice date.
4. Select the financial type from the dropdown list.
5. Fill in the Supplier Invoice Number.
6. Upload a supporting document 

7. Click the "Create Invoice Line" button.
8. Fill in the relevant text and numerical fields.

9. Click "Add" to confirm the entry.
10. The summary page will display the invoice details.

Bulk Invoicing

Steps to Create Bulk Invoices:

1. Ensure all tasks are in an eligible status.
2. Navigate to Invoicing > EDI
3. Download the invoicing template in Excel format.
4. Populate all required fields within the spreadsheet.
5. Upload the completed spreadsheet.
6. The system will generate invoices based on the provided information.

 

Fixed Price Contracts

The Urgent platform allows for Fixed Price Contracts, where a pre-agreed contract amount is set for a defined period.

Benefits:

• Saves time for contractors and finance teams.
• Eliminates the need for manual task-based invoice generation.
• Ensures consistency in contract-based invoicing.

Viewing Task Details

To view the work order or task associated with an invoice, click on the Task Reference Number in the invoice details screen.

Support & Additional Resources

For further assistance, please Contact Support