This article walks through the full invoice generation workflow in KEBS: from navigating to a project’s billing tab and opening a billing advice, through reviewing resource hours, completing invoice details, and generating the final invoice. It also covers how to find, view, and manage invoices in the Invoices V1.2 module once they have been raised.
Navigating to the Project Billing Tab
Reach the correct billing view for a project so you can see all milestones, their current billing status, and the actions available on each one.
Invoice generation in KEBS starts inside a project record, not in the Invoices module. You open the project first, then move to its Billing tab to act on individual milestones.
- 1Open the app menu and navigate to Projects. Search for or click the project you want to invoice, for example Cloud Migration & Support.
- 2The project opens on the Overview tab, showing a summary banner with the customer name, region group, project dates, delivery manager, project type, and completion percentage.
- 3Click the Billing tab in the top navigation row of the project. The billing view opens with the Milestone sub-tab active by default.
Reading the Milestone Billing Tab
Quickly assess which milestones are ready to bill, which are already accrued, and which remain open, so you know exactly where to act next.
The Billing tab opens on the Milestone view. A summary strip at the top of the page shows five running financial totals for the project:
| Field | What it shows |
|---|---|
| Order Value | The total contracted value of the project |
| Revenue | Revenue recognized so far from billing advice records |
| Billed Value | The total amount for which invoices have already been raised |
| Unbilled Revenue | Revenue recognized but not yet invoiced (YTB) |
| Account Receivable | Amounts invoiced but not yet collected from the client |
Below the summary strip, milestones are listed grouped by month. Each milestone card shows its ID, name, milestone value, and a status badge:
- Open The milestone has not yet had a billing advice created against it.
- YTB A billing advice has been completed and accrued, but the invoice has not yet been raised. The value is in the Yet-To-Bill bucket.
- Accrued The billing advice is accrued and the revenue is recognized. The invoice may or may not have been raised yet.
Opening a Billing Advice
Open the two-step billing advice form for a specific milestone so you can validate resource hours and enter the invoice line items before generating the invoice.
Each Open milestone has an action icon that launches the Billing Advice form. The Billing Advice is a two-step process: Step 1 validates timesheet and billable hours, and Step 2 defines the invoice line items.
- 1On the Billing tab, locate the milestone you want to invoice. Hover over the small document icon to the left of the milestone’s status badge. A tooltip reading Billing Advice appears.
- 2Click the Billing Advice icon. The Billing Advice form opens for that milestone, landing on Step 1.
Step 1: Reviewing the Billing Advice Resource Table
Confirm that timesheet hours submitted by allocated resources match the billable quantities you intend to invoice the client for, catching any discrepancies before the invoice is generated.
The Billing Advice page header shows four key reference fields for the milestone being billed:
| Field | Purpose |
|---|---|
| Duration | The billing period for this milestone, for example 01-Apr-2026 to 30-Apr-2026 |
| Quote ID | The quote this milestone belongs to |
| PO Number | The client purchase order reference tied to the milestone |
| Milestone Value | The full contracted value of the milestone |
| Billing Advice Value | The amount being billed in this advice, which may be less than the full milestone value |
Below the header, the resource table lists every employee allocated to the project during the billing period. For each person you can see their role, location, assignment dates, timesheet hours broken down into billable and non-billable columns, allocated and actual hours, per-hour rate, computed value, and a comments field. Click View on any row to drill into that person’s timesheet detail for the period.
Once you have verified the resource data, click the forward arrow at the bottom right of the page to advance to Step 2.
Step 2: Completing Invoice Details and Generating the Invoice
Set the invoice date, confirm line item descriptions, rates, and quantities, then generate the invoice with a single click so it appears in the Invoices module and moves the milestone to Billed status.
Step 2 is the Invoice Details form. The header shows the invoice date, invoice type, currency, and the billing advice value carried forward from Step 1. The line item table below allows you to enter or edit the description, rate, quantity, and unit for each billable item. The Amount column calculates automatically.
- 1Review the Invoice Date. Click the calendar icon next to the date to change it if needed. The date defaults to the end date of the milestone period.
- 2Check the Description field in the line item table. Edit it directly by clicking on the text cell if you need to adjust the wording that will appear on the client-facing invoice.
- 3Confirm the Rate and Quantity values. The Amount column updates automatically to show Rate multiplied by Quantity. The row total and grand total appear in the pink summary row at the bottom of the table.
- 4To add an additional line item, click the + icon in the Action column of the last row.
- 5Click Accrue at the bottom right if you want to recognize the revenue without raising a formal invoice yet. The milestone will move to Accrued status and appear in the YTB bucket.
- 6Click Invoice at the bottom right to generate the invoice immediately. KEBS creates the invoice record, assigns an invoice number, and displays a success confirmation.
Invoice Confirmation and Milestone Status Update
Confirm the invoice has been successfully created and understand how the milestone status on the Billing tab changes to reflect the new billing state.
After clicking Invoice, KEBS displays a confirmation modal with a green checkmark and the message “Milestone Billed successfully!” The modal offers two navigation shortcuts:
- Go to Billed: takes you directly to the Invoices V1.2 module filtered to the Billed view, where the newly raised invoice appears
- Go to YTB: takes you to the YTB (Yet-To-Bill) view in Invoices V1.2 to review any remaining unbilled milestones
If you navigate back to the project Billing tab, you will see that the milestone statuses have updated to reflect the actions taken. A milestone for which an accrue was performed shows Accrued and 100% Complete. A milestone for which an invoice was raised but which has not yet been paid shows YTB and 100% Complete. The financial summary strip at the top of the Billing tab also updates its Billed Value and Unbilled Revenue figures accordingly.
Finding Invoices in the Invoices Module
Locate any invoice across all projects using the Invoices V1.2 module, filter by status such as YTB or Billed, and view the full invoice detail card with key reference data.
The Invoices V1.2 module is accessible from the app menu by searching for “invoic”. It provides a centralized view of all invoices across every project, with filters for status and a search bar for finding specific records.
At the top of the Invoices page, four status filter buttons let you narrow the list:
| Filter | What it shows |
|---|---|
| YTB | Invoices that have been raised but not yet marked as paid. Revenue is recognized but cash has not been received. |
| Billed | Invoices that have been fully raised and sent to the client. These move from YTB once the invoice is confirmed. |
| PP | Invoices in partial payment status, where the client has paid part of the amount due. |
| PR | Payment received. The invoice is fully settled. |
To find a specific invoice, type the milestone ID or invoice number into the Search Invoice field. The list filters in real time and a preview card appears beneath the search bar showing the milestone name, project name, milestone or billed value, raised date, and invoice number.
After the milestone has been invoiced and the status moves to Billed, the same search returns an updated preview card that now shows the Billed Value, Raised On date, and the assigned Invoice No. alongside a View Invoice button.
Viewing the Invoice PDF and Annexure
Open and download the formatted invoice PDF that will be shared with the client, and access the annexure document that provides a detailed breakdown of billable resources and hours.
From the Billed invoice list, you can view the invoice PDF and the annexure directly from the invoice card without opening a separate module.
- 1In the Invoices V1.2 module with the Billed filter active, locate the invoice card you want to review. Each card shows the milestone name, project name, billed value, raised date, and invoice number.
- 2Click the View Invoice button on the search result preview card, or hover over the card in the grid view to reveal the quick-action icons. Click the View Annexure icon (document icon) to open the annexure file for the invoice.
- 3The invoice PDF preview opens in an overlay panel. It shows your organization’s name and address, the client billing address, customer order information including the PO reference number, and a line item table with the service description and amount. A grand total appears at the bottom of the table.
- 4Use the download icon in the top-right corner of the preview panel to save the PDF locally. Use the open in new tab icon to open the invoice in a full browser window for printing or sharing.
