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As of October 2024, we are moving to using Hubspot as our invoicing tool. The documentation below refers to this methodology. Note that the approach is a work-in-progress, and roadbumps should be expected.

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All of our commence once the client has submitted a signed Quote in Hubspot along with their upfront payment via the Quote. However, most flat-rate projects will also involve additional payments linked to project milestones, such as completion of the project, or delivery of a key document. The Quote will specify these payments and milestones. When those milestones are reached, the Project Manager must send the invoices related to them via Hubspot.

When clients receive an invoice from Hubspot this is what the email looks like:

The invoice will have a link that they can use to view it. It will look like this:

The client can pay the invoice using the link. If they pay separately we can mark the invoice as paid, but generally speaking we request electronic payment.

📏 Rules

• Send Invoices Promptly. Invoices should go out within two days of the milestone being reached.
• Add Notes. This should be a loose summary, not a comprehensive breakdown, but it should help alleviate the question “What are we paying for, again?”
• Follow Conventions. We have a convention for invoice naming and numbering. Please pay attention to how existing invoices are formatted before creating invoices. Harvest will fill this in automatically whenever possible, but sometimes it messes up.

Invoicing Workflow

1. Double-check that all uninvoiced billable hours are in the right Harvest projects, and the right tasks within each project

2. Make sure it’s fair for us to charge for all the hours, based on the results we delivered.

   1. If we have to comp/write off any hours, make sure they are actually moved to non-billable categories in Harvest, not just ignored on the invoice.

3. Construct the invoice via the Harvest projects

4. Update the title to match the conventions

   

5. Add notes clarifying what was included in each line item

   

6. Copy the invoice to Xero but do not send it or mark as “Sent”.

7. Add an approval sub-task for the site’s Strategist to approve the invoice.

8. Once approved, complete the task and at-mention @Cantilever Operations within the task to alert them that it is ready to send.