Article Contents
- Introduction
- Summary Card
- Invoice Chart
- Company and My Invoice Views
- Invoice List
- Searching and Filtering Invoices
- Invoice Actions
Introduction
The Invoices page is used to find invoices, review invoice totals, and understand invoicing activity over time.
You can open it from Financial > Invoices.
The page is made up of three main areas:
- the summary card
- the invoice chart
- the invoice list
The information shown on the page depends on your Hiro privileges. Some users can view company-wide invoice information, while others see invoice information relevant to them only.
Summary Card
The summary card appears at the top of the Invoices page. It gives a quick view of draft invoice value and unpaid invoice balances.
Draft Invoices
Draft invoices shows the total value of draft invoices, excluding GST.
Draft invoices are invoices that have been created but have not yet been approved. Voided invoices are not included.
Outstanding Balance
Outstanding balance shows the unpaid balance on approved invoices.
This includes invoices that are unpaid or partly paid. Payments and credits allocated to invoices reduce the outstanding balance. Voided invoices are not included.
Outstanding balance is shown including GST.
Overdue Amount
The overdue amount shows how much of the outstanding balance is past the invoice due date.
This amount is shown including GST.
Invoice Chart
The invoice chart shows approved invoice activity for the selected period.
The chart only includes approved invoices. Draft and voided invoices are not included.
The chart title includes a dropdown that lets you choose whether the chart reports invoices by the date they were issued or recognised. You can also choose the year type, grouping, and invoice scope available to you.
Hiro remembers your chart preferences for your account. Changing these options only changes how the chart appears for you. It does not change invoice data, reporting settings, or the chart view for other users.
Issued and Recognised Views
Use the title dropdown to switch between issued and recognised invoice reporting.
Issued groups invoices by their issue date.
Recognised groups invoices by their revenue date. If an invoice does not have a revenue date, Hiro uses the invoice issue date instead.
This means an invoice may appear in a different month, quarter, calendar year, or financial year depending on whether the chart is set to issued or recognised.
For example, an invoice issued in June with a July revenue date appears in June when the chart is set to issued, but appears in July when the chart is set to recognised.
Outstanding and Paid Values
The chart separates invoice value into:
- Outstanding: invoice value that has not yet been paid
- Paid: invoice value that has been paid
- Trend: the trend across the selected period
Chart amounts are shown excluding GST.
Payments in Hiro are recorded against the invoice total, which includes GST. For the chart, Hiro apportions paid and outstanding values back to GST-exclusive amounts so invoice revenue can be compared consistently.
Calendar Year and Financial Year
The chart can be viewed by calendar year or financial year.
Calendar shows January to December.
FY shows July to June.
The selected issued/recognised view controls which invoices fall into the selected year.
Monthly and Quarterly Views
The chart can group values by month or by quarter.
Use Monthly when you want more detail across the year. Use Quarterly when you want a simpler view of broader trends.
Trend Line
The trend line helps show the overall direction of invoice activity across the selected year.
For completed months or quarters, the trend line is calculated from the invoice totals shown in the chart.
For the current month or quarter, Hiro does not extend the trend line through that period until the period is complete. This is because the current period is still accumulating invoices. Including it too early could make the trend look lower than it really is, simply because the month or quarter has not finished yet.
For example, if you are viewing the chart partway through April, April may already show invoice values, but the trend line is calculated only up to March. Once April is complete, April can be included in the trend calculation.
Company and My Invoice Views
Some users can switch the summary card and chart between company-wide invoice data and their own invoice data.
Company shows invoice data across the organisation.
Mine shows invoice data relevant to you.
If you do not have access to company-wide invoice data, the summary card and chart show your invoice data only.
Company-wide summary and chart access is available to:
- Global Administrators
- users with View all and approve invoice privileges
- users with Access financial reports and analyses
These privileges are explained in more detail in Privileges - who can access what in Hiro.
Access to company-wide summary and chart data does not automatically allow someone to approve invoices or raise invoices for every job. Invoice approval and unrestricted invoice creation are controlled by View all and approve invoice privileges.
This allows users with financial reporting responsibilities to review company-wide invoice information without necessarily being able to approve or modify invoices.
Invoice List
The invoice list appears below the summary card and chart.
It shows invoices that match the filters currently selected above the table.
The invoice list can include details such as:
- invoice number
- issue date
- billing entity
- job
- department
- author
- modifier
- invoice amount
- outstanding amount
- sent status
Click an invoice number to open that invoice.
The actions available from the invoice list depend on your privileges and the invoice’s current status.
Searching and Filtering Invoices
The filters above the invoice list help you find specific invoices.
You can filter by:
- invoice number
- status
- job
- contact person
- author
You can also choose whether to include voided invoices in the invoice list.
These filters apply to the invoice list. The summary card and chart have their own scope and period controls. This means filtering the table does not change the figures shown in the summary card or chart.
Invoice Actions
The actions shown above the summary area depend on your privileges.
Depending on your access, you may be able to:
- create a new invoice
- send unpaid invoices
- receive a payment
- compile a PDF of draft invoices
If an action is not visible, your account may not have the privilege needed to perform that action, or the action may not apply to the invoices currently available to you.