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Thread poster: Jason Grimes
Announcing invoice tool updates: data export, online payment, PDF invoices, templates, more

Jason Grimes
Local time: 21:55
SITE STAFF
Jan 29, 2009

If you are a ProZ.com member, part of ProZ.com's mission is to provide you with tools that you can use to streamline your operations and work more efficiently. To this end, a web-based invoicing tool is being developed to help language professionals manage this important part of their business.

A "beta" version of the invoicing tool has now been released, and a number of requests and suggestions have been implemented. New features include:

  • Generate PDF invoices and send as email attachments.
  • Translate or customize invoice templates.
  • Send clients to an online portal to download, print, track payment history, or comment.
  • Save invoices as drafts (e.g. so monthly invoices can be built over time).
  • More, including a dashboard, custom invoice defaults, invoice search, comments and history.

    In mid-February, the following additional updates were released:

  • User-defined units of measure
  • Blue Board and project history integration
  • Export invoice and client data to spreadsheet (for backup or custom processing)
  • Accounts payable tab to track invoices received
  • Online payment form for clients to pay via Paypal and/or Moneybookers
  • More, including discounts/surcharges and improved tax/currency support (e.g. Italian tax rules and JPY currency rounding)

    To get started, click here to try the new invoicing tool now. (Note that this is currently available only to ProZ.com members.)

    Frequently asked questions are answered in the invoicing FAQ.

    If you have any questions, comments, or feature requests, please share them in this forum topic.

    Thanks,

    Jason

    [Edited at 2009-02-13 15:05 GMT]

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  • Doris Schoeller  Identity Verified
    Local time: 13:55
    English to German
    + ...
    Resetting of word price when saving Jan 29, 2009

    I thought your invoice tool was quite a neat tool, until I realized that the word price when it has more than two digits, is rounded up to the nearest two digit amount, ie a wordprice of 0.135 rounds to 0.14 when saving the invoice.... which is no good! Is there any way around it at this stage?

    Otherwise great, particularly the option to have different currencies.
    Cheers Doris


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    Jason Grimes
    Local time: 21:55
    SITE STAFF
    TOPIC STARTER
    Rates with more than two decimal places should work now Jan 29, 2009


    Doris Schoeller wrote:

    I thought your invoice tool was quite a neat tool, until I realized that the word price when it has more than two digits, is rounded up to the nearest two digit amount, ie a wordprice of 0.135 rounds to 0.14 when saving the invoice.... which is no good! Is there any way around it at this stage?

    Otherwise great, particularly the option to have different currencies.
    Cheers Doris


    Hi Doris,

    Thanks for reporting this glitch. It should be fixed now--rates can now be specified to several decimal places.

    Please let me know if there are any other changes that would make the invoicing tool more useful for you.

    Thanks,

    Jason


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    smiles  Identity Verified
    Vietnam
    Local time: 08:55
    Member (2007)
    English to Vietnamese
    + ...
    project manager shoud be added Jan 29, 2009

    It is really a tool that I've been searching for. Thank you team!

    In the invoice, please add a column for the Project Manager's name since there are many PMs in a company that we are working with.

    Sometimes we translators need to outsource the job, so please create for us a PO tool.

    Thanks

    Tien

    [Edited at 2009-01-29 21:49 GMT]


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    Jason Grimes
    Local time: 21:55
    SITE STAFF
    TOPIC STARTER
    Can PM name be included in existing fields? Jan 29, 2009


    smiles wrote:
    It is really a tool that I've been searching for. Thank you team!

    In the invoice, please add a column for the Project Manager's name since there are many PMs in a company that we are working with.


    Hi Tien,

    I'm glad you find the invoicing tool useful for your business!

    Would it be sufficient to include the project manager's name in the "invoice notes" field, or in the item description field, instead of creating a new special-purpose field?


    Sometimes we translators need to outsource the job, so please create for us a PO tool.


    Thanks for the suggestion, I'll add it to a list of improvements to be considered in the future.

    Best regards,

    Jason


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    ksbtranslation  Identity Verified
    Indonesia
    Local time: 08:55
    Member (2006)
    Indonesian to English
    + ...
    Invoice tool connected to My Project History and PO tool Jan 30, 2009

    It's an excellent tool. However it will be more helpful for a corporate member like us if this tool can be connected to My Project History and a PO tool which has not been available.

    Best regards,

    Iwan
    Project Manager



    [Edited at 2009-01-30 04:14 GMT]


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    Lüder Meyer  Identity Verified
    Germany
    Local time: 03:55
    Member (2007)
    Spanish to German
    + ...
    Resetting "Volume" when saving Jan 30, 2009

    I must say that I find this new tool very useful, especially after the implementation of the new functions (PDF invoices). However, when I tried to issue an invoice for a 1.5 hour job, I encountered a similar problem to the one Doris mentions. When I saved the invoice the number of hours (Volume) was rounded up to 2 and the invoice amount changed accordingly.
    It would be great if this could be improved.

    Many thanks!

    Lüder


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    Sandrine Zérouali  Identity Verified
    Local time: 02:55
    Member (2008)
    Spanish to French
    + ...
    Change our name in the invoice Jan 30, 2009

    Hi Jason,

    I have only one question. When I registered to proz as independant, I put my surname, name and the name of the company (the name of my website).
    When I checked the invoice sample, it appears the name of the company and I would like to change it for my name and surname! How to do that? By the way in my profil,I couldn't find where to change/delete the name of the company.

    Thanks in advance.


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    Gianluca Marras  Identity Verified
    Italy
    Local time: 03:55
    Member (2008)
    English to Italian
    taxes Jan 30, 2009

    Hi,
    I think it is a great tool, bu in my invoices, I add 4%, the I add 20%, and then I need to subtract 20%, I can I manage this + and - thing?

    Thanks

    Luca


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    Alejandro Moreno-Ramos  Identity Verified
    Spain
    Local time: 03:55
    Member (2008)
    French to Spanish
    + ...
    Intuitive Jan 30, 2009

    Extremely intuitive to use. Good work Jason!

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    Jason Grimes
    Local time: 21:55
    SITE STAFF
    TOPIC STARTER
    "Volume" can now include decimals Jan 30, 2009


    Lüder Meyer wrote:
    I must say that I find this new tool very useful, especially after the implementation of the new functions (PDF invoices). However, when I tried to issue an invoice for a 1.5 hour job, I encountered a similar problem to the one Doris mentions. When I saved the invoice the number of hours (Volume) was rounded up to 2 and the invoice amount changed accordingly.


    Hi Lüder,

    The "volume" field can now include decimal numbers, so this problem should be fixed now. Thanks for reporting this issue.

    Best regards,

    Jason


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    Ali Bayraktar  Identity Verified
    Member
    English to Turkish
    + ...
    Who has access to this section? Jan 30, 2009

    First of all thank you for such tool.

    However I would like to know one more point which to my opinion has importance.

    Who has access to this feature on the users' profiles?
    Or more specific question: Do moderators or other privileged users of this site have right to see my invoices?


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    Jason Grimes
    Local time: 21:55
    SITE STAFF
    TOPIC STARTER
    Editing your company name Jan 30, 2009


    Sandrine Zérouali wrote:
    I have only one question. When I registered to proz as independant, I put my surname, name and the name of the company (the name of my website).
    When I checked the invoice sample, it appears the name of the company and I would like to change it for my name and surname! How to do that? By the way in my profil,I couldn't find where to change/delete the name of the company.


    Hi Sandrine,

    It appears that the freelancer profile editor doesn't have an option to edit company name. I will see that this gets fixed soon. In the meantime, if you would like I can delete your company name for you (this will cause the invoice to show your name as it appears on the site (Sandrine Zérouali) instead).

    Best regards,

    Jason


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    Jason Grimes
    Local time: 21:55
    SITE STAFF
    TOPIC STARTER
    Thanks for suggestions Jan 30, 2009


    ksbtranslation wrote:
    It's an excellent tool. However it will be more helpful for a corporate member like us if this tool can be connected to My Project History and a PO tool which has not been available.

    Best regards,

    Iwan


    Hi Iwan,

    Thanks for the suggestions. These are both on a list of future improvements to consider.

    Regarding a PO tool, how do you currently go about issuing POs? What tools do you use for that now?

    Thanks,

    Jason


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    Lüder Meyer  Identity Verified
    Germany
    Local time: 03:55
    Member (2007)
    Spanish to German
    + ...
    E-Mail Address on Invoice Jan 30, 2009

    Thanks for fixing the "Volume" field, Jason. Now that I have been able to issue some invoices I was wondering if it is possible to show my e-mail address on the invoice under my postal address and phone number.

    Thanks in advance,

    Lüder


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    Announcing invoice tool updates: data export, online payment, PDF invoices, templates, more






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