Use “Out Of Pocket (OOP)” invoicing for cases in which the agency first pays the services provided by a supplier out of its own pocket and then charges the client for that as part of the agency’s invoice.
- Go to “Finances” > “Incoming Invoice”
- Use the filtering options to select the relevant job the OOP invoice should be connected with
- Next, you can either (1) click the button “New” at the end of the page or (2) drag and drop an invoice (such as a scanned copy of a receipt) onto the page to create a new OOP
=> A new window is opened in which you can specify several details:
- HINT: you can quickly add a new supplier by clicking the green plus in the supplier text field) and “Invoice number” are mandatory
- Select “Out of Pocket” from the drop-down “Invoice type”
- The field “Payment target” automatically displays the payment target in number of days (in case this was specified when adding the company address)
- You can add costs for different jobs within the OOP, which will then be billed as part of each of the respective jobs
- Finally, click “Save”
Choosing the right option for “Billing”
The drop-down “Billing” offers you several options:
Creating a “direct” OOP means adding the OOP (including the position’s text) as an individual, independent position. Back in the agency’s invoice, this data (i.e. the text and figures) can be changed as needed.
HINT: This option should be used when there was no estimate prior to the OOP or if this position had not been considered in the original estimate.
Creating an “indirect” OOP means the OOP is not added as separate position; however, once the agency’s invoice is being billed, the OOP is assigned to it as billed within the agency’s invoice.
HINT: This option should be used if this position had already been considered in the original estimate and if the estimate is applied to the agency’s invoice (to avoid duplicate positions in the final invoice). Before the invoice is finalised, you can review the data to see if the numbers from the estimate and the OOP match. Additionally, the OOP is connected to the agency invoice and it is clearly indicated that the client has been billed with the OOP.
Choosing “none” means that the client can or should not be charged for the OOP. However, the figures are transferred to and displayed in controlling as expense.