Pre-population of new invoice input data

TheEdge

Dear API Dev Support
When I upload an invoice, it’s almost always to the same company, so it would be helpful if that company and the payment terms were pre-poulated automatically. If Crunch could spot when a user addresses an invoice to a certain company c. 50% of the time, it would be helpful to have those fields pre-populated (but with the option to change it, obviously).

Best

TheEdge

Katie

Hi TheEdge,

Fortunately, we have a few tips and tricks you can use to help you achieve what you’re looking for.

Set a default payment due date for your client by choosing ‘Clients’ from the ‘Sales’ menu. Then click the pencil icon next to your client’s name and scroll to the bottom of the page. Here you can amend the payment due in X days.
Create an invoice with the same data by going to your list of invoices. Next to an invoice you’d like to replicate, click on the three dots, then ‘Create another like this’. This will create a new draft invoice using all the same details. Simply adjust the line item and payment details as needed.
If you invoice the same client on a regular schedule, you could set up a recurring invoice. Check out our article How to add and edit recurring sales invoices for step-by-step instructions.

I hope this helps.

All the best,
Katie

TheEdge

Katie Thanks, Katie. That goes some of the way, but unfortunately, the referencing and amounts charged change with every invoice so it gets confusing if I use "Create another like this’ because it pre-populates the invoice with the wrong references and amounts. I suppose I could create a zero sum dummy invoice with that data left blank and use that as a template. Would that work?

One more thing - when you are on-boarding a client from somewhere like Sage or Quickbooks, is there not a load-file with the invoice information that you use to populate the invoices? If so, is there a similar accounting format my umbrella company could use to allow me to import lots of invoices in one go?

TheEdge

Just tried “create another like this” on the Beta “add invoice”, and the “Payment Terms” does not pre-populate.

Katie

Hi,

Unfortunately, a dummy invoice to use as a template wouldn’t work as your Crunch account will automatically factor any amounts on this into calculations for your VAT, Corporation Tax, dividends etc. It would also have to be credit-noted before your company year end to ensure it isn’t accidentally included in the calculations for your accounts.

We don’t currently have a data transfer facility to allow the import of invoices from another platform or format.

Another solution that may work would be to raise just one invoice in Crunch that covers all the money received/work carried out over X period.

The invoice in Crunch would be purely for our bookkeeping purposes as the Umbrella has its own invoicing/timesheet system. When creating the invoice in Crunch you could either have one line item with a description saying something like “work between XX/XX/2024 - XX/XX/2024” or create multiple line items, one for each timesheet.

For this method, you’d likely want to group the umbrella invoices into a weekly Crunch invoice. This would ensure you’re still declaring your earnings at the correct time for VAT and Corporation Tax calculations. I’d recommend having a chat with your Dedicated Client Success Manager if you think this could be suitable for you. They’ll be able to double check it’s suitable for how you’re working.

I’ll share your original post with our Product team for consideration as well.

All the best,
Katie

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