The job of this console
Find an invoice, read status, open details, and drive the transitions the product allows. Charts summarize the same list. Credit notes and write-offs have their own finance screens.
HRMS · Invoices
Invoices
Invoice list with status chips, FY scope, segment bar, monthly billing bar, and outstanding panel.
Billing register with fiscal-year analytics and status filtering.
Platform invoices
Billing rows that already know the people and the work
Invoices is the list with status chips, FY scope, segment bar, monthly billing, and outstanding — platform invoices composed from live delivery and people context, not a shadow accounting book.
Finance → Platform invoices
Route
/hrms/invoice
Finance Manager · Admin
Seat at the table
Finance administrators. Project managers may see project financials elsewhere. Employees do not bill from this list.
The working rhythm
Filter FY and status, open a row, work line items on details, return to the list for outstanding. Export when finance ops needs a snapshot.
Moments that bring you here
Month-end billing. An outstanding spike. A client query on a number. After PO or project status changes.
ⓘ
Not a second general ledger
Line items still hang off the invoice entity. Employee and project links are references, not copies of those masters.
Overview
HRMS → Invoice tracks billing documents from draft through paid/closed with fiscal-year scoped analytics.
Screen layout
Header: Create, status chips, FY selector, SHOW/SORT, filter text.
Summary: Status segment bar, monthly billing bar, outstanding panel (non-Apex).
Register: Invoice rows with status, amount, account, dates.
Header & filters
Status chips: All · Draft · Pending · Approved · Paid · Closed
FY scope: Current financial year or selectable historical years
SHOW/SORT/filter — standard list controls
Create — sidebar to new invoice
Summary & charts
The Lux summary strip at the top of this screen is collapsible. Expand it to reveal KPI tiles and chart panels; collapse it for a wider register. All charts respect your active filters (SHOW preset, team scope, date range, text search).
◆ Emerald Luxury UI theme · chart data refreshes when filters change
- Status segment bar — proportional colored bar with legend for invoice status mix
- Monthly billing bar — invoiced amount trend by month within FY
- Outstanding panel — open amounts awaiting payment
Main content & actions
Create via sidebar; click row for Invoice Details. Document layout route available for PDF/share.
Complete feature list
Every control, panel, and workflow on this screen.
- ✓Luxury UI shellEmerald-themed glass cards, sticky gradient header, module sidebar, and responsive layout.
- ✓Documentation searchHeader search indexes all guide pages (docs site).
- ✓Collapsible summary stripKPI row and chart gallery above the register; expand/collapse persists in browser storage.
- ✓Invoice registerList of invoices with status, amount, client, period.
- ✓SHOW / SORT / FilterStatus presets, sort columns, text search.
- ✓Create invoiceStart new invoice workflow (permission required).
- ✓Row navigationOpen invoice details for line items and PDF.
- ✓Summary KPIsOutstanding, paid, and draft totals in summary strip.
Before you start
ℹ️
Billing cycle
Align invoice period with timesheet week lock — most orgs bill one week after period end.
📝
Multi-currency
Currency display follows account settings on the linked client record.
Who uses this screen
Finance staff, billing coordinators, and account managers tracking client invoices generated from billable work. Project managers may have read-only access to reconcile hours before send.
ℹ️
Billing register hub
Start here to find draft invoices, track outstanding amounts, and open detail pages for PDF send — not for logging hours (use Timesheet).
Key concepts
Invoice register
Sortable list of invoices with status, client, period, amount, and reference numbers.
Status workflow
Draft → sent → paid (and void/cancelled) — transitions happen on detail page.
Summary KPIs
Outstanding, paid, and draft totals in collapsible summary strip.
SHOW / SORT / Filter
Status presets, column sort, text search on client or invoice number.
Timesheet traceability
Lines on detail page link back to logged billable hours where configured.
Permissions
| Role | Access on this screen |
|---|---|
| Finance / billing | Full create, edit, send, mark paid on invoices. |
| Account manager | View invoices for assigned accounts; may create drafts. |
| Project manager | Read-only on projects they lead — verify hours before finance sends. |
| Individual contributor | Usually no access unless dual finance role. |
📝
Administrator override
Org administrators and service accounts configured in the Admin console may bypass row-level scopes shown above. When in doubt, confirm access with your Tracopus administrator.
Controls reference
| Control | Description | Notes |
|---|---|---|
| CREATE invoice | Start new billing workflow. | Requires billable hour pool or manual lines. |
| SHOW presets | Draft · Sent · Paid · All. | Combine with text filter. |
| SORT | By date, amount, client, status. | Click column headers in list mode. |
| Filter / search | Text match on client name, invoice ID. | Case-insensitive. |
| Row navigation | Open invoice detail. | PDF and line items on detail page. |
| Summary KPI tiles | Outstanding and paid totals. | Respect active filters. |
| Export list | Download register for accounting. | Permission-dependent. |
Common mistakes
⚠️
Sending draft with unapproved timesheets
Billable pool may change — lock or approve timesheets for the billing period first.
⚠️
Wrong billing period
Period drives which hours aggregate — off-by-one week errors are common at month boundaries.
⚠️
Ignoring PO reference
Client AP teams reject invoices without PO number — copy from Sales purchase order.
FAQ
Where do invoice amounts come from?
Primarily billable timesheet hours × rates, plus manual adjustments on detail page.
Can I invoice without a project?
Manual line items allowed for some orgs — default is project-linked billable pool.
Who can mark an invoice paid?
Finance role typically — updates status and KPI tiles.
How do I regenerate PDF?
Open invoice detail → PDF preview/download after line changes.
Workflows
- Select FY and status chip.
- Scan summary bars for billing trend.
- Create or open invoice from list.
Tips & best practices
Tip: Use Outstanding panel before month-end to chase pending approvals.
More guidance
💡
Remember
Sortable list of invoices with status, client, period, amount, and reference numbers.
ℹ️
Where do invoice amounts come from?
Primarily billable timesheet hours × rates, plus manual adjustments on detail page.