🌟 When Location Matters, So Does Your Invoicing
In staffing and payroll, not all hours are created equal — especially when they’re tied to different branches, offices, or job sites.
Think about a client with operations in Toronto, Vancouver, and Calgary:
Toronto just finished approving all hours.
Vancouver hasn’t entered their timesheet.
Calgary is missing approvals for half the shifts.
You could send one messy, inaccurate invoice that triggers back-and-forth emails, or… you could use By Location invoicing to bill only for what’s ready, where it’s ready.
This feature acts like a precision billing filter — making sure you invoice the right locations at the right time, without waiting for other sites to catch up.
🛑 Why This Page is Important
With By Location invoicing, you:
Get full control over which sites make it into this billing cycle.
See real-time readiness checks (locked timesheets, approved hours, active employments).
Avoid chasing unpaid invoices caused by avoidable errors.
⚡ How This Feature Will Help – Faster, Smarter, Cleaner Billing
Location-Level Targeting: Select exactly which sites to include.
Smart Validation: Alerts you to missing hours, inactive employments, or no approvals before invoices are generated.
Async Processing: Generate multiple invoices in the background while you keep working.
Built-In Safeguards: Stops invoices for locations with no employment or unlocked timesheets.
🛠️ Step-by-Step – Creating Invoices by Location
1. Navigate to Invoicing
Path A – From the Payroll & Accounting → Invoicing menu in the LHS panel.
Path B – From a View Companies → Invoicing tab (auto-selects the company).
2. Company Selection
If opened via Company Context → Company is pre-selected.
If opened via Global View → You must manually select the company.
Note: Missing company details or billing contact? You won’t be able to create invoices until that’s fixed.
3. Create Invoice Popup
Click Create Invoice.
By Location tab is selected by default.
Choose your Pay Frequency:
Weekly – Defaults to the previous week (editable).
Semi-Monthly – Pick month, year, and period.
Monthly – Pick month and year.
4. Select Location(s)
Choose one, multiple, or hit Select All.
5. Pre-Creation Checks 🔍
Timesheet Not Locked → Popup alert, invoice blocked.
Missing Approved Hours → Popup listing affected sites; confirm to proceed.
Inactive Employments (Semi-Monthly/Monthly) → Popup with affected sites; confirm to proceed.
No Employment Present → Invoice creation stopped entirely.
6. Generate & Review
Click Yes on confirmation popups to proceed.
Invoices generate in the background and appear as Draft in the Invoice Screening Page.
You’ll also get an email notification when they’re ready.
💡Key Features
Multi-Location Billing Control – Only bill where hours are ready.
Error Prevention – Stops incomplete or invalid invoices.
Bulk Actions – Select all or multiple locations with one click.
Flexible Frequencies – Weekly, semi-monthly, or monthly billing cycles.
Background Processing – No waiting for invoices to finish.
📌 `Points to Remember
Lock timesheets before creating weekly invoices.
Approved hours are essential for smooth processing.
Semi-monthly and monthly invoices require active employments.
No employment = no invoice for that location.
All invoices start in Draft — review before sending.