Overview
- Add invoices in Alasco
- Types of invoices and their specifics
- Invoice cover sheet
- Attaching additional documents
- Invoice list
Adding a new invoice
In Alasco, invoices are always assigned to a project. Therefore, the easiest way to add an invoice is in the project's dashboard view. To do this, first, select the relevant project and click on "+ Add invoice" in the right-hand corner of the "Tasks in process" section. Alternatively, you can also find the "+ Add invoice" button under the menu item "Costs" and submenu item "Invoices" of the project or in the respective contract under the "Invoices" tab.
Tip:
Alternatively, use the quick add button (+ at the top of the screen) to easily add na invoice, new contract or change oder to a project.
Similarly, at the multi-project level, navigate to the menu item "Costs" in the "Invoices" tab and click on "+ Add invoice" in the top right-hand corner. Then select the corresponding project to which the invoice should be uploaded.
You have the option of uploading your invoice in PDF format. To do this, click on "Select" and select the corresponding invoice file. The invoice details are automatically read and entered. The invoice is then assigned the invoice workflow previously defined in the contract unit.
Invoices can be uploaded by "Drag&Drop" or by browsing for the file. Multiple invoices can be uploaded at the same time.
Tip:
It is possible to automate invoice uploads in Alasco with the project email address, which can be defined per project. Contractors can send their invoices to this address, which will then appear directly as tasks in Alasco. Learn more about setting up the project email address in the article "Setting Up Project Email Address" in our Help Center.
Invoice types in Alasco
When adding a new invoice, you have five different invoice types to choose from:
- Single invoice
- Advance payment
- Installment invoice
- Partial final invoice
- Final invoice
Note:
You can individually assign a number to an installment invoice, thereby determining the sequence of invoices independently of the upload time. However, if 2nd installment already exists, a newly added installment automatically becomes the 3rd installment. It is not possible to interrupt this sequence.
If you do not want to start your invoice import with the 1st installment, you can set a start value in the "Advanced options" of the contract. This will then be displayed in the invoice overview of the contract under the item "Invoices managed outside Alasco".
If you want to finalise a contract with installments, then add the last installment or the final invoice and set the invoice type as final invoice. The remaining amount to be paid out is automatically calculated from the difference between the verified invoice amount and the sum of the previous installments. A final invoice automatically changes the status of a contract to "Completed".
Invoice cover sheet
For each invoice added, Alasco automatically creates an invoice cover sheet containing the relevant invoice details. In addition, your logo and the individual approval stamps from your invoice workflow can be added to the cover sheet.
If the invoice is an installment, a second page of the invoice cover sheet is generated where you can view all previous installments.
Note:
The invoice cover sheet is customisable. If you have any questions about this, want to add missing information to the cover sheet or do not want to see certain information on the cover sheet, contact your designated Customer Success Manager or Alasco Support.
Attaching additional documents to an invoice
You can add further documents to an invoice either during the invoice verification process from the "Check the formal correctness of the invoice" step onwards, or after an invoice has been marked as "Paid".
First, access the invoice and click on the "Documents" button during or after invoice verification. Select "Manage documents" to upload additional documents in PDF format.
Before uploading the document, you will be asked about the type of document. The following options are available:
- Invoice
- Attachment
- External coversheet
- Audited invoice
- Internal correspondence
- External correspondence
- Valuations
- Plans
- Revised invoice
- Payment certificate
- Protocol
- Other
The attachments will then be displayed in additional tabs, along with the invoice cover sheet and the original invoice.
Invoice list
An overview of all your invoices is provided by the invoice list in Alasco. You can access it under the menu item "Costs" and submenu item "Invoices". The invoice list can show the invoices for all projects combined or for a specific project. With the "Manage columns" button, you can add and remove columns to the displayed list as per your requirements.
By clicking the small arrow at the left hand side of the table, you can save multiple different views tailored to your requirements and quickly switch between them.
Furthermore, you can filter the created invoices with the filter function according to all active columns and also export all saved views in .xlsx and .xml formats via the "Export" button.
Here, you also have the option to create a SEPA export in .xml format to initiate the payment of one or more invoices in your banking software.
Tip:
Learn how to create advance payments and recurring invoices in Alasco in our Help Center's under advanced articles.