Create self billing invoices
2 minute read
Self billing lets you create a purchase invoice on behalf of a subcontractor, using data from an approved Subcontractor Statement. This ensures accurate billing for recorded project work, without waiting for the vendor’s invoice.
When to use it
Use this functionality when:
- The subcontractor does not send their own invoice, and billing needs to be generated internally
- The company has a self-billing agreement with the subcontractor
- The Subcontractor Statement has been reviewed and approved for payment
Create a self billing purchase invoice
- 🔎 Go to Subcontractor Statements
- Select an Approved statement
- Choose Create Self-Billing Invoice
Pre-filled fields and currency logic
The purchase invoice header is auto-filled with vendor details, statement period, and document dates. The language code from the vendor card is also applied.
The invoice lines include:
- A summary line displaying the billing period.
- Detailed lines for each project ledger entry included in the statement.
If any project ledger entry uses a different currency than the invoice, the system automatically converts the amounts to the invoice currency using the current exchange rate set.
Note
The invoice does not include project or task numbers to avoid duplication in project accounting.Self-billing Agreement Validation
To comply with tax regulations (e.g., in the UK), a valid self-billing agreement must exist between the customer and subcontractor before generating self-billing invoices.
Setup
- In Purchase & Payables Setup, enable Require Self Billing Agreement.
- On the Vendor Card, set the Self Billing Agrmt. End Date.
Behavior
- If the date is missing or in the past, the system prompts the user before allowing invoice creation.
- If the date is valid (in the future), the invoice is created normally.