This article walks you through the complete invoicing lifecycle in KEBS, from navigating to a project’s billing tab, creating a billing advice, generating an invoice, and viewing the final invoice document. Whether you are billing for a Time and Material project or a Fixed Price engagement, KEBS provides a structured workflow to ensure accuracy and traceability.
Navigate to the Project
Quickly locate the correct project and access the billing section to begin the invoicing process.
Start by navigating to Project Management from the left sidebar. Open the project for which you need to raise an invoice. In this example, the project is Cloud Migration & Support (Project ID: SLINTELSOW0002). The project overview page displays key details such as the customer name, region group, start and end dates, delivery manager, and project type.
From the top navigation tabs, click on Billing to proceed to the billing section.
View Milestones in the Billing Tab
Get a clear picture of all billable milestones, their values, and current billing status so you can identify which milestones are ready to be invoiced.
The Billing tab shows all milestones associated with the project, organized by month. Each milestone card displays the milestone name, value, billing advice value, completion percentage, and current status. The status badges indicate the stage of each milestone:
- Open: The milestone has been created but no billing advice has been initiated yet.
- Accrued: Revenue has been accrued for this milestone.
- YTB (Yet to Bill): The billing advice has been completed and the milestone is ready to be invoiced.
At the top of the page, you can see a financial summary showing the Order Value, Revenue, Billed Value, Unbilled Revenue, and Account Receivable for the project.
Create a Billing Advice
Ensure the billing advice accurately reflects the work performed by verifying resource hours, rates, and total amounts before invoicing the customer.
Click the Billing Advice icon on the milestone you want to invoice. This opens the Billing Advice page, which is a two-step process.
Step 1: Billing Advice (Resource Details)
The first step displays the resource allocation details for the milestone period. You can review key information including:
| Field / Column | What it means |
|---|---|
| Duration | The billing period for this milestone (e.g., 01-Apr-2026 to 30-Apr-2026) |
| Quote ID | The associated quote reference number |
| PO Number | The customer purchase order number linked to this project |
| Milestone Value | The total value of the milestone (e.g., USD 65,250.00) |
| Billing Advice Value | The amount being billed in this billing advice (e.g., USD 24,000.00) |
| Timesheet Hrs (Billable / Non Billable) | Hours logged by each resource during the milestone period |
| Billable Hrs (Allocated / Actual) | Allocated versus actual billable hours per resource |
| Per Hour Rate | The hourly billing rate for each resource role |
| Value | The calculated billing value per resource (Rate x Hours) |
Step 2: Invoice Details
Click the arrow or proceed to Step 2: Invoice Details. Here you can review and edit the invoice line items before submitting. The page shows:
- Invoice Date: The date the invoice will be raised.
- Invoice Type: The type of invoice (e.g., Standard).
- Currency: The billing currency (e.g., USD).
- Billing Advice Value: The total value for this billing cycle.
The line items table lets you review or modify the Description, Rate, Quantity, Unit, and Amount for each item. You can also add more line items by clicking the + button in the Action column.
At the bottom of the page, you have three options:
- Back arrow: Return to Step 1 to make changes.
- Accrue: Accrue the revenue without generating an invoice.
- Invoice: Generate the invoice for this milestone.
Click Invoice to proceed with billing.
Confirm the Milestone Billing
Successfully generate an invoice for the milestone, moving it from the YTB stage to the Billed stage.
After clicking Invoice, a confirmation dialog appears with the message “Milestone Billed successfully!”. You are presented with two options:
- Go to Billed: Navigate directly to the Billed invoices list to view and manage the newly created invoice.
- Go to YTB: Return to the Yet to Bill queue to continue billing other milestones.
Review the Updated Billing Summary
Confirm that the project’s financial summary accurately reflects the billed amounts and outstanding revenue.
Back on the Billing tab, the financial summary at the top now reflects the updated values. You can see the Billed Value has been updated to include the newly invoiced amount. The milestone status also changes accordingly. For example, the March milestone may show as Accrued while the April milestone now shows as YTB (billed and moved forward).
View Invoices in the Invoices Module
Track all invoices across projects in a centralized view, filter by billing status, and take further actions on each invoice.
Navigate to Invoices V1.2 from the left sidebar. The Invoices module provides a centralized view of all invoices. You can filter invoices using the status tabs at the top:
- YTB (Yet to Bill): Milestones that have been prepared but not yet formally billed.
- Billed: Invoices that have been generated and sent.
- PP (Partially Paid): Invoices where partial payment has been received.
- PR (Payment Received): Invoices that have been fully paid.
Use the search bar to quickly find invoices by project ID or milestone name. You can also switch between grid view and list view using the view toggle icons.
YTB View
In the YTB tab, you can see milestones that are ready for billing. Each card displays the milestone name, project name, milestone value, and creation date.
Billed View
Switch to the Billed tab to see all invoices that have been generated. Each invoice card shows the milestone name, project name, billed value, raised date, and invoice number. Action icons at the bottom of each card let you:
- View the invoice details
- Download the invoice
- Mark payment status
- Open the invoice in a new tab
Click View Invoice to open the full invoice document.
View the Invoice Document
Access the finalized invoice document to verify details before sharing it with the customer or attaching it to communications.
Clicking View Invoice opens a preview of the invoice document. The invoice includes:
- Company details: Your organization’s name, address, CIN, GST number, email, mobile number, and contact person.
- Invoice metadata: Invoice number, invoice date, total due, and due date.
- Billing To section: The customer’s billing address (populated from the account record).
- Customer Order Information: The Project Reference or PO Number linked to this invoice.
- Line items: A breakdown of services with serial number, description, and amount in the billing currency.
- Grand Total: The total amount due on this invoice.
You can download the invoice using the download icon at the top of the preview window, or close the preview to return to the invoices list.
