Create Ad-Hoc Invoices

After great feedback on the new invoicing module, we heard from some users that they were still having to use their old email-based system to invoice for certain types of work. To address this, we've added a new "ad-hoc invoicing" feature. You can find more details below with instructions on how to create your first ad-hoc invoice.

We've also made several other improvements and bug fixes. These are documented at the bottom of the page.

Ad-Hoc Invoices

After using the invoice feature for a few weeks, the Hawks Crane Hire team told us that they were still having to manage some invoices via their old email-based process. For chargeable work that wasn't booked onto the UpRate scheduler, e.g. one-off consulting projects or demobilising idle cranes, they still needed to process invoices via back-and-forth emails between the hire desk and accounting teams.

To ensure all of your invoices can be tracked and processed in the same place, we've built a new feature that allows hirers to create 'ad-hoc invoices'. This change also includes several supporting features that were needed to effectively process these ad-hoc invoices, but are also available for all of the auto-generated invoices as well.

The video below provides a demo of the new features and instructions for how you can create your first ad-hoc invoice.

Additional Improvements

As well as the new ad-hoc invoicing feature, this release also contains several smaller improvements and bug fixes.

Mark Contracts as Not Chargeable

By default all contracts within UpRate as assumed to be chargeable, meaning anytime a worker or asset is assigned to that contract we will automatically create an invoice for it on that week. We've seen that some users have contracts that are not charged to a customer and therefore don't need an invoice, e.g. an internal "holiday" or "training" contract. To prevent invoices being automatically generated for this contracts, you can now mark them as "not chargeable.

To mark a contract as not chargeable:

1. Go to the Asset Scheduler, Worker Scheduler or Timesheets page

2. Click the "Contracts" button (top right-hand corner of the screen)

3. Find the contract that you want to mark as not chargeable

4. Click the "Edit" button

5. Toggle the "Is Chargeable" switch to mark the contract as not chargeable

6. Save the changes

The video below outlines this process with some additional information on this feature.

Pre-Fill Recipients Each Week

If you add or delete a recipient for a given invoice, and then go to invoice for this contract again in the future, then the recipient(s) should be now automatically filled out for you.

Set Company-Level Accounts Contact

From the Company page in the UpRate app you can now set a company-level accounts email address. If set, this will be cc'd into any invoice emails that are sent to customers. If the customer replies to an invoice email, the reply will also go straight to this company-level accounts email address.

Edit/Delete Invoice Comments

You can now edit or delete any comments that you've added to a given invoice. From the Invoice page, simply hover over any comments that you've added previously and you will now see an edit and delete button.

View Contract Notes on Invoice Page

When processing an invoice, you can now access any notes that have been added to the contract by the hire desk. From the Invoice page, simply click the "Notes" button in the Contract Details section and this will bring any notes that have been added into view.

Bug Fixes

We have fixed the following invoice-related bugs:

• When an invoice was moved into the "Approved" column/status, any documents (the invoice document and any associated timesheets) were being duplicated. This has now been fixed so the documents should no longer be duplicated when the invoice moves between statuses.

• When an invoice document was uploaded, the file name was being added to the list of timesheet documents, this is no longer happening so there should be no duplicate invoice documents anymore.