Invoice

Introduction

Gangmates provides robust tools for managing invoices, catering to both single and bulk invoice creation workflows. This flexibility ensures that businesses, whether small or large, can streamline their invoicing processes efficiently. Bulk invoicing is especially useful for scenarios without multi-layered approval requirements, such as sole proprietors or small businesses.

Use Cases for Invoice Management

  1. Single Invoice Creation:

    • Ideal for creating precise invoices one at a time.

    • Supports dynamic fields based on payment methods: Self or Third Party Provider.

  2. Bulk Invoice Creation:

    • Designed for handling multiple invoices simultaneously via CSV uploads.

    • Efficient for sole proprietors, small businesses, or projects requiring quick approvals.

  3. Third Party Providers:

    • Manage invoices for external vendors without requiring them to log in to Gangmates.

  4. Requester Management:

    • Assign invoices to internal staff for tracking and transparency.

Navigation Paths

Single Invoice Creation

  • Path: Finance -> Invoice -> Modal Popup -> Single Invoice -> Form.

Bulk Invoice Creation

  • Path: Finance -> Invoice -> Modal Popup -> Bulk Invoice -> Form.

Single Invoice Workflow

Step 1: Navigate to the Invoice Form

  1. Go to Finance -> Invoice.

  2. Click New Invoice in the modal pop-up.

  3. Select Single Invoice to proceed to the form.

Step 2: Complete the Form

  1. Payment Method:

    • Select the appropriate option:

      • Self: Indicates the invoice is for internal purposes; the provider field remains visible.

      • Third Party Provider: Automatically hides the provider field, as it's predefined.

  2. Mandatory Fields:

    • Description: Enter details about the service or product.

    • Service Date: Input the date in MM/DD/YYYY format.

    • Total Amount: Enter the full invoice amount.

    • Amount Requested: Specify the amount requested.

    • Category: Select the appropriate category.

    • Subcategory: Choose a related subcategory.

Step 3: Submit the Invoice

  1. Click Create Invoice to finalize.

  2. The invoice is processed and added to the system.

Bulk Invoice Workflow

Step 1: Navigate to the Bulk Invoice Form

  1. Go to Finance -> Invoice.

  2. Click New Invoice in the modal pop-up.

  3. Select Bulk Invoice to proceed to the form.

Step 2: Select the Invoice For Option

  1. In the Invoice For dropdown, choose one of the following:

    • Self: Invoices tied to the logged-in user.

    • Someone Else: Invoices assigned to another internal staff member.

    • Third Party Provider: Invoices for external vendors or contractors.

Step 3: Download and Fill the CSV Template

  1. Dynamic CSV Template:

    • Download the template, which adjusts fields based on the selected Invoice For option:

      • Self: Fields for logged-in user and related invoice details.

      • Someone Else: Includes a Requester Email column for internal staff.

      • Third Party Provider: Adds a Third Party Provider Name column.

  2. Fill Out the Template:

    • Mandatory fields include Description, Service Date, Total Amount, Amount Requested, Category, and Subcategory.

    • Ensure email addresses and provider names match system entries.

  3. Save the File:

    • Save the completed template as a CSV file.

Step 4: Upload the Completed CSV

  1. Navigate to the Bulk Upload section in Gangmates.

  2. Click Choose File and select your completed CSV file.

  3. Click Upload to begin processing the invoices.

Step 5: Approve Invoices

  1. Auto-Approval:

    • If the Approve All checkbox is selected, all uploaded invoices are automatically approved.

    • Note: Requires the logged-in user to have the Bulk Invoice Approver permission.

  2. Manual Approval:

    • Review uploaded invoices individually and approve them as needed.

Benefits of Bulk Invoicing for Simplified Approvals

  1. Streamlined Workflow: Designed for businesses without multi-layered approvals, such as sole proprietors or small businesses.

  2. Time Efficiency: Auto-approve multiple invoices with a single action.

  3. Consistency: Dynamically adjusts fields based on selected invoice types, reducing errors.

Key Notes

Single Invoice

  • The Payment Method dropdown dynamically adjusts the form to match the chosen invoice type.

Bulk Invoice

  • Ensure CSV templates are correctly completed based on the selected Invoice For option.

  • Only users with Bulk Invoice Approver permission can use the Approve All feature.

Troubleshooting Common Issues

  1. Invalid Data Format:

    • Ensure all dates are in MM/DD/YYYY format and amounts are numerical.

  2. Errors During Upload:

    • Download the error report, correct the issues, and re-upload the file.

  3. Missing Permissions:

    • Ensure the logged-in user has the required Bulk Invoice Approver permission to access auto-approval features.

Support

Need Help? For unresolved issues, contact support@gangmates.com. Include your CSV file and error messages for faster assistance.

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