Hirers can use Company Config > Invoicing > General Settings > Enable Invoicing to control invoicing visibility. The checkbox is checked by default. Unchecking it hides Consolidation Basis, Purchase Order Requirements, Automatic Invoice Generation, schedule settings and status, and Invoice Customisation while preserving their saved values.

When invoicing is disabled in the current company context, Invoices and Credit Notes are hidden from the Commercial sidebar and Quick Reports list for hirer and agency users. Re-enabling it restores these entries subject to existing access restrictions and AfP settings. The New Credit Note action on assignment detail is also hidden for hirer and agency users when the assignment’s hiring company disables invoicing. This visibility setting does not stop scheduled invoice generation or change billing permissions.

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For hirers and agencies, invoice schedule runs only include eligible approved timesheets with a week-ending date before the run date. Choosing Run Now uses the same date restriction: timesheets ending today or later are excluded, even if already approved. The company schedule excludes agencies with enabled schedule overrides; run each agency override separately to process its eligible timesheets.

For hirers and agencies using the available billing workflows, an accepted background invoice job waits and retries when another billing job is using the same company billing lock. Processing can be delayed while the other job finishes. Automatic retries are limited to one hour; review failed processing before submitting the billing again.

Timesheet snapshot exports are queued after each invoice and its timesheet links are saved. If a later invoice fails, snapshots already queued for saved invoices continue processing. Hirers and agencies with the relevant billing access can still view saved invoices. Review a failed run before starting another billing run.

Newly calculated time-based charge rates retain up to four decimal places internally, matching pay-rate precision. Monetary line amounts are rounded to two decimal places after applying the hours or day units. Hirers and agencies continue to see two-decimal time rates on screen and on invoice and credit-note PDFs; multiplying the displayed rate by the quantity may therefore differ slightly from the line amount. Existing saved rates and issued documents are not automatically recalculated. A timesheet must be approved before it can be used for invoice workflows. Create Invoice and Create Application for Payment are separate selection flows, and each confirmation dialog refers only to the document type being created.

The hiring company’s Purchase Order Requirements setting applies to both invoices and Applications for Payment, including manual and scheduled generation. When enabled, hirers and agencies must ensure each assignment is linked to a valid purchase order before its timesheets can be billed. Missing or inactive purchase orders block creation. An expired purchase order is accepted only if it covers the full timesheet period. When the setting is disabled, a purchase order is optional for both document types.

Invoice creation requires selected timesheets to share the same week-ending date. AfP creation can include selected timesheets with different week-ending dates, including dates in different calendar months. The selected periods are combined into one AfP within the configured agency, project, and purchase order grouping rules.

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A hiring company administrator can enable Preview mode under Company configuration, Invoices, Invoice Customisation. A valid preview mailbox is required. The Preview mode setting remains available when MSP dual billing is enabled, while the invoice fields managed through the MSP client configuration remain hidden from the company form.

While Preview mode is enabled, invoice and credit-note workflows generate watermarked, non-payable PDFs and email them to the configured mailbox. Larger runs are split into ZIP files of up to 75 documents, with all download links included in one completion email. The email summarises document, processed-timesheet, skipped-timesheet, and ZIP counts, total elapsed time, and the document count, timesheet count, and processing time for each scheduled batch. Invoice, credit-note, timesheet-link, AfP, activity, and schedule last-run records are not changed, so the same billing can be run for real after Preview mode is switched off.

With MSP dual billing, previews follow the configured Agency-to-MSP and MSP-to-client billing legs and agency exclusions. Agency users can still use the billing actions normally available to them, but the hiring company controls Preview mode and its delivery mailbox.

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For hirers and agencies, the Payment Notices and Applications for Payment tables show labelled status chips. Payment notice statuses are amber for Pending, green for Processed and red for Cancelled. AfP statuses are amber for Pending or Pay Less Notice Issued and blue for Payment Notice Issued.

The Approved tab shows whether a timesheet is linked to an invoice or AfP. The column label changes between Invoice, AfP, and AfP/INV depending on configuration and the records present.

For hirers, Company Config > Applications for Payment > General Settings includes Allow Pay Less Notices, which is on by default. When it is off, issuing a notice for an AfP offers only a standard payment notice for the full AfP value; deductions and new Pay Less Notices are unavailable. Agency users can still view Pay Less Notices issued earlier where they have access to the AfP.

The Credit Notes list shows the original invoice reference for timesheet adjustment credits so hiring companies and agencies can trace each credit to its invoice. Selecting a credit-note row opens its PDF in the draggable Quick Look preview, and selecting a linked invoice reference opens that invoice in the same preview. The preview can download the PDF or open it in a new tab.

From the Invoices list, hirers and agencies can choose View Invoice from a document's action menu to preview its PDF without leaving the list. On desktop, the preview opens from the pointer position and can be moved by dragging its header. On mobile, it stays within the visible browser area and dragging is disabled. It can be closed with its close button, the backdrop, or Escape; the header can download the PDF or open it in a new tab. The invoice PDF is also available from the Export submenu. Applications for Payment retain their separate View AfP action and PDF export.

Hirers and agencies with ZIP export access can download multiple AfP PDFs from Applications for Payment. On the Applications tab, choose Export Zip, select the required applications using the row checkboxes or the current-page select-all checkbox, then choose Export. Selections can span pages. The ZIP contains the available PDFs named by their AfP references. Choose Cancel to leave selection mode; switching tabs also clears the selection.

Invoice and credit-note document links in activity tables also open their PDFs in Quick Look, allowing hirers and agencies to review a billing document without leaving the activity history.

The timesheets shown within an AfP and in pending adjustments also respect Specific timesheet approvers visibility for hirer users subject to that restriction, including access for current hiring managers on the linked requisition within their project access. This visibility does not grant approval or billing permissions. Agency access remains subject to its existing scope.

Live timesheet rows in invoice and credit-note spreadsheet exports follow the same timesheet visibility rules. Access to the billing document and its stored totals continues to follow billing permissions.

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For hirers and agencies with access to an AfP, the Timesheets tab on its detail page includes a Week Ending column so you can identify each timesheet's period when the application covers multiple weeks.

The detail page groups invoice-like records into Invoices and AfP tabs. It also shows Credit Notes where credit-note records exist. These tabs are hidden when the user has billing or rate access restrictions.

For hirers and agencies reviewing billing PDFs, long invoice, AfP and credit-note titles use a smaller font to fit beside the document number.

Timesheet invoice detail includes custom field values configured for display on invoices and inherited from the requisitions behind its timesheets. One company custom field can include Invoice in its display locations; its value is printed directly after the purchase order on the timesheet invoice PDF. Invoice and AfP Excel exports do not include custom fields because one document can contain multiple timesheets. Custom fields are not shown on ad hoc invoices.

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When MSP billing is enabled, invoice and credit-note lists are filtered by user type so users do not see the side of the billing chain that is not relevant to them.

MSP administrators can filter Invoices and Credit Notes by agency without first selecting a company. The Agency filter lists active agencies connected to hiring companies managed by their MSP.

For MSP billing, hiring company and project users can export upstream MSP-to-client invoices, agency users can export downstream Agency-to-MSP invoices, and MSP users can export both billing legs. This applies to single-invoice and bulk exports, including exports filtered by week-ending dates. Standard Agency-to-client invoices remain available to the hiring company and agency. Hirers and agencies with invoice export access can use Export filtered results on the Invoices list when a table filter is active; the export includes all matching invoices across pages.

For hiring company and project users with MSP dual billing enabled, Import Invoice Payments does not require agency selection. The template includes only unpaid MSP-to-client invoices they are permitted to process, and uploaded payment references must identify MSP-to-client invoices. Agency-to-MSP invoices cannot be paid through this client import; agency users retain their existing payment import workflow.

Single and bulk invoice Excel exports performed by MSP admins in MSP context include a Related Invoice Ref column. Downstream invoices list the upstream references linked through their timesheets, and upstream invoices list the downstream references. Multiple references are separated by commas; the cell is blank when no related invoice is found, including ad hoc invoices without timesheet links. Hirer and agency context exports do not include this column, and it is not included in AfP exports.

In invoice Excel exports, issuedBy shows the stored MSP name for MSP-to-client invoices and the stored agency name for agency-to-client and agency-to-MSP invoices. Hirers see the MSP as the issuer on their MSP-to-client invoices; agencies see their agency as the issuer on their own invoices. Agency selection in the export filter is unchanged.

With MSP dual billing enabled, the Create Invoice bulk-selection flow generates the missing Agency-to-MSP downstream and MSP-to-client upstream invoices from the selected approved timesheets. If one invoice already exists, only the missing side is generated; the existing invoice and its timesheet link are preserved. When generating a missing MSP-to-client invoice, approved expenses already linked to the agency invoice are included if they have no upstream invoice link; their agency invoice links are preserved. Hirers can therefore complete client billing without recreating the agency invoice, and agencies retain their existing downstream invoice. Timesheets with all required invoices are skipped. Individual selection and Select all use the same eligibility checks: a missing billing side can be selected, while permissions, purchase-order requirements and week-ending restrictions still apply. For dual billing, the approved timesheets table and Create Invoice selection show separate Agency → MSP and MSP → Client columns. A tick means that invoice exists and a cross means it is missing. The agency-to-MSP column shows N/A when the agency is excluded and no downstream invoice exists. Existing downstream invoices remain ticked even if the agency is later excluded. Hirers can see permitted invoice references in tooltips; agencies see upstream status without its reference or details. Standard invoice and AfP tables retain their existing presentation. Both dual-billing columns follow the Invoice column visibility setting. Before creation, the confirmation shows how many selected timesheets need agency-to-MSP invoices and how many need MSP-to-client invoices, accounting for existing invoices and agency exclusions. These are timesheet counts; invoice grouping determines the number of documents. Standard invoice and application-for-payment confirmations show the selected timesheet count without MSP billing information. Eligibility is checked again during processing. This applies whether the flow is run normally or in Preview mode. Create Ad Hoc Invoice also creates both billing legs when dual billing applies. Downstream invoices are therefore not restricted to automatic invoice schedules.

Automatic invoice schedules process a specific billing leg. The company-level dual-billing schedule generates downstream Agency-to-MSP invoices, while the MSP client schedule generates upstream MSP-to-client invoices. Automatic runs check that scheduling is still enabled in the relevant company or MSP billing configuration. Disabled, missing or inactive MSP configurations cannot be used by leftover schedules. Turning off an MSP billing schedule pauses all matching schedule records. For hirers and agencies, this prevents unexpected automatic invoices from leftover schedules; invoices already raised are unchanged. An MSP administrator can manually trigger either schedule from the MSP client configuration and can choose to trigger the other leg at the same time.

For each MSP client configuration, an MSP administrator can exclude selected agencies connected to the hiring company from downstream Agency-to-MSP billing. Downstream invoices and credit notes are not created for an excluded agency, while the corresponding upstream MSP-to-client invoice or credit note is still created.

Hiring companies configure this agency action as Update invoice status. Hirers and agencies with invoice payment permissions can choose Update invoice status from an unpaid invoice row. The Status dropdown starts empty and requires a selection before processing. Choose Posted to finance to record that the invoice has been entered into a finance system, or Paid to record payment using the existing payment details. Payment Date defaults to today and can be changed before processing; the same default applies when recording credit-note processing. Posting leaves the invoice unpaid. On the main Invoices page, use Columns to show or hide columns and drag them into your preferred order. Invoice Ref / Week Ending remains visible. Column preferences are saved for your account. The Status column replaces the separate Paid and Posted columns and shows Unpaid, Posted to finance or Paid chips for hirers and agencies. Paid statuses take precedence over posting status, and payment details remain available by hovering over a paid chip. Status is visible by default and can be hidden from Columns. The invoice filter has one Status dropdown with All, Unpaid, Posted to finance and Paid. Unpaid includes posted invoices that have not been paid; Posted to finance shows only posted unpaid invoices. Paid shows paid invoices regardless of their posting flag. The export dialog offers the same All, Unpaid, Posted to finance and Paid options. Exporting the filtered list uses the same status selection. For bulk updates, hirers and agencies use Import Invoice Statuses and choose Posted to finance or Paid before downloading or uploading a file. Paid is selected by default and the chosen status applies to every invoice in that import. Agency selection and Instructions are shown only when a status is selected. Instructions explain the template fields and resulting invoice changes for the selected status. The Posted to finance template contains Invoice Ref only and lists unpaid invoices that are not already posted. The Paid template contains Invoice Ref, Payment Ref, Comments and Payment Date; payment reference and date are required and comments are optional. Neither tailored template has a per-row Status column. Changing the selected status clears the uploaded file. Posting keeps invoices unpaid without payment notifications; paying also marks them posted. Each invoice must appear only once. The results report invoices that were not found, lacked permission, or had invalid details, and these can be downloaded for correction. AfPs cannot be updated through this import. Invoice Excel exports include a postedToFinance column: TRUE means posted and FALSE means not posted, including invoices with no recorded posting status. The column also preserves the posted flag for paid invoices. On a posted unpaid invoice, the same dialog offers Clear posted status or Paid. Posting and clearing posting require invoice payment permission for the invoice’s hiring company or agency, or every project on the invoice for project users, and follow the hiring company’s agency action settings. These actions are unavailable for applications for payment. Posting and clearing posting are recorded in invoice activity and do not send payment notifications. Paying an invoice, individually or through bulk import, also marks it posted to finance without requiring a separate posting action; marking it unpaid again also preserves that flag. Credit-note processing and AfP workflows are unchanged.

Hirers and agencies can use an Open API key with write:invoices to update an invoice through PATCH /invoices/{id}/status. Choose unpaid to clear payment details and posting, posted to leave the invoice unpaid and record posting to finance, or paid to record payment and posting. Payment reference and date are required for paid; comments and a payment attachment are optional. For Open API attachments, request a presigned upload through POST /files/uploads for the invoice payment, upload the file directly to S3, then pass the upload token when updating the status. Filename and base64 content remain supported. PDF, JPEG and PNG files up to 20 MB are supported. File download URLs returned by the Open API expire after five minutes; retrieve the invoice again for a fresh URL. These fields can only be supplied for paid. Repeating the current state does not change payment details or send another payment webhook. Draft invoices and AfPs are excluded. Agency-scoped keys can update only their own invoices when the hiring company enables the Update invoice status agency action; they cannot update upstream MSP-to-client invoices.

MSP Admin users can mark pending upstream MSP-to-client receivable invoices as paid and can unmark them after payment is recorded. The same Update invoice status dialog supports posting and clearing posting on unpaid receivable invoices. These payment and posting actions are not available to the MSP Admin on downstream Agency-to-MSP payable invoices.

MSP Admin users can mark both downstream supplier-to-MSP credit notes and upstream MSP-to-client credit notes as processed from the Credit Notes list. This lets the MSP record supplier credits separately from the hiring company's processing workflow.

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Across list pages with a Filter button, hirers and agencies can select the small × in its right-hand segment to clear active filters without opening the filter pane. This includes Invoices, Applications for Payment and Credit Notes. The clear segment appears when filters are active. Clearing removes saved filters for that list and refreshes its results. Filters configured to remain on Clear, and locked company or project selections, are preserved. Existing company, project and agency access restrictions still apply.

On the Invoices, Credit Notes, Applications for Payment, and Payment Notices lists, agency users and system administrators get the first available company pre-selected in the company filter when no company filter is already applied.

After manually changing a table filter on Invoices, Credit Notes, Applications for Payment, or Payment Notices, Export filtered results becomes the primary button and exports matching records across pages. Preset filters do not trigger this switch; clearing manual filters restores the usual action. Hirers and agencies see only records permitted by their existing billing access.

Hirers and agencies can open More Filters on the Invoices, Applications for Payment, and Credit Notes lists to add custom text fields displayed on invoices. Choose a company first; the button appears when eligible fields are available. Select a field and enter part of its value. A document matches when a linked assignment or timesheet leads to a requisition with that current field value; credit notes can also match through their linked invoice. The match ignores capitals. Apply saves the chosen controls separately for each list; Clear removes values while keeping the controls. Documents with no linked requisition cannot match a custom field filter. Existing access restrictions still apply.

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Hirers and agencies using Process Credit Notes should download the credit note template and keep its credit-notes worksheet name. If the uploaded file cannot be read or that worksheet is missing, the dialog clears the file and asks you to use the template and try again.

Credit-note notification emails identify the references in the subject: Credit note (reference) raised, or Credit notes (reference1, reference2) raised when several notes are included. Finance recipients can use these references to match the email to the relevant credit notes.

Cancel Timesheet appears for hirers when a linked invoice exists, including an MSP-to-client invoice, credit-note creation permission exists, the timesheet is not already cancelled, and billing is not restricted. Cancelling can raise a credit note for the full charge value. For hirers and agencies reviewing an invoice after a credit, its remaining value is the original payable total less the credit notes. Expenses already included in that total are not added again.

When the hiring company has enabled the Timesheet cancelled company list, the cancellation confirmation asks for a configured reason. If that reason allows or requires comments, the comments field appears before the credit note is raised.

When an already-invoiced timesheet is amended downwards, the adjustment credit note comments show the timesheet reference, original invoice reference, and period ending. The reason row also shows the worker and credited hours or days so hirers and agencies can trace the credit back to the adjusted timesheet.

For both hirer and agency amendments, no adjustment invoice or credit note is raised when the total charge value stays unchanged. This includes removing zero-charge hours while keeping the same piece work.

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When an AfP has already been raised, later amendments with a non-zero charge, pay, hours, or expense difference can show as Pending Adjustments on the detail page. The adjustment summary displays charge, hours, expense, and piece-rate deltas. Users with delete permission can delete a pending AfP adjustment.

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When a timesheet has piece-rate entries, invoice and credit-note PDFs list each entry under the standard hours lines using the piece-rate name and the snapshot pay and charge values captured on the timesheet. Agency-grouped invoices used for MSP dual billing aggregate piece-rate values across all timesheets in the group, summarised by piece-rate name.

Invoice total summaries split piece-work charge into a separate Piece Work row when piece work is present; the remaining time charge is shown as Hours, Days, or Hours/Days depending on the pay types included. Invoices without piece work continue to summarise time charges as Timesheets.

Prior-period adjustment rows on AfP invoices already encapsulate the full charge delta, so piece-rate lines are not duplicated alongside an adjustment row.

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For hirers and agencies with export access, invoice and AfP Excel exports include sector and region columns based on the linked timesheets' assignments. The region column shows the recorded region name, Multiple regions when more than one distinct region is present, or a blank when no region is recorded. This applies to individual and bulk exports.

Invoice, AfP, and credit-note Excel exports include a Piece Rates worksheet when exported timesheets have piece-rate entries. Each row lists the parent document reference, timesheet reference, worker, assignment, piece-rate code and name, frequency, unit count, snapshot pay and charge per unit, and the line total values. The worksheet is populated from the same snapshot stored on the timesheet, so historical exports remain stable even if the rate card is later edited.

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Approved timesheets can be unapproved only before they are linked to an invoice or AfP. Once billing documents are linked, use the relevant amendment, extra invoice, AfP adjustment, or credit-note workflow instead.

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Billing is where agencies get paid, so this is one of the most important areas for agency users. Whether you can raise billing documents depends on whether the hiring company has allowed your agency to invoice.

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After a timesheet has been invoiced, eligible hirer users can open its Expenses tab and choose Actions > Invoice Expenses to show the selection checkboxes. Select approved expenses and choose Raise invoice to raise one additional expense-only invoice. Invoice selection requires invoicing permission, an eligible agency and a timesheet with an existing standard or MSP-to-client invoice. Use this action for one or more expenses; the individual expense row menu no longer includes New Invoice. The original invoice is unchanged.

Use Actions > Add expense to add an expense. In invoice selection mode, use the header checkbox to select eligible expenses on the current page. Row action menus are hidden during invoice selection. Choose Cancel to clear the selection, hide the checkboxes and restore row actions. The selection count appears beside the action, and the confirmation lists the selected expenses. Changing pages or refreshing the table clears the selection. Expenses already linked to a supplier invoice or AfP cannot be included. With MSP dual billing, an approved expense already billed to the customer can still be selected if its supplier invoice is missing. Only selected expenses not already billed to the customer receive a new customer invoice. If a selected expense becomes ineligible, refresh and review the selection.

Agency access remains unchanged: this action does not grant agencies additional invoicing permissions. Hirers and agencies with access can view the linked billing reference on each included expense once processing finishes. The expense table uses one Invoice column, or its existing AfP label where applicable. For dual billing, when only one side is invoiced, an exclamation mark appears beside the visible invoice reference, or Invoiced status if its details are restricted. Its tooltip identifies the missing Agency → MSP or MSP → Client invoice. No warning appears when both sides are invoiced or neither has been invoiced. Hirers see the downstream invoice status without its reference or document and can still raise a missing supplier expense invoice when permitted. Agencies retain access to their permitted downstream invoice references and documents. Each visible invoice reference opens its own document. Before raising expense invoices, the confirmation shows which selected expenses need supplier billing only and which also need customer billing. For expenses included in an MSP-to-client invoice, hirers can view that invoice reference and document. Agencies see that the expense is invoiced without access to the MSP-to-client reference or document; any permitted agency billing reference remains available. MSP-invoiced expenses cannot be amended, deleted or unapproved. Existing PO requirements, billing configuration and invoice preview mode still apply.