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Draft Invoices

Draft invoices are preliminary versions of invoices, created for internal review and approval before being finalized and sent to the client. Managing them usually involves these steps:


Generation of draft invoices

  • Draft invoices are generated based on billable items recorded against a project. These can include approved time entries, expenses, fixed-fee milestones, or other agreed-upon charges, such as subscriptions.

  • VOGSY allows you to generate draft invoices for specific projects in the VOGSY front office.

  • There is an automated process (e.g., generating drafts at the end of a billing period) with the "Create draft invoices" function.


Review and Editing

  • Once generated, draft invoices are in a 'Draft' status and can be reviewed by Project Managers, Finance teams, or designated users.

  • During the review, you can:

    • Verify the accuracy of line items (hours, rates, expenses, amounts).

    • Edit descriptions, quantities, or rates if necessary (subject to permissions).

    • Add or remove line items.

    • Adjust formatting or add notes.

    • Confirm correct client and project information.


WIP: carry forward time, or write off time.


Changing the number of hours on a draft invoice can influence the work in progress. Lowering the number or setting it to zero triggers the question of whether these hours should be invoiced later. If yes, then these hours will appear on a later draft invoice. If not, these hours are booked as costs and will not appear on any invoice.


Approval workflows

VOGSY supports flexible and customizable approval workflows:

  • Project managers can approve draft invoices via feed notifications in the Front Office, or

  • Support staff can approve directly in the Back Office, or

  • Support staff can approve first, before forwarding to project managers for final approval.

Approvers can either approve the draft or reject it with comments. The draft’s status reflects its stage in the process (e.g., Pending Approval, Approved, Rejected).


Finalization (Posting):

  • Once a draft invoice is fully reviewed and approved, it is automatically finalized or 'posted'.

  • This action assigns a formal invoice number and date, changes its status from 'Draft' to 'Open' or 'Sent,' and locks the invoice from further edits (corrections require credit notes).

  • The finalized invoice is now part of your official accounts receivable.