How to Create an Invoice

Introduction

Invoices are how we charge our ‘Contacts’ fees for services provided by our ‘Clients’. 

Each invoice contains a breakdown of fees as Items

  • What the fee is for
  • How much is being charged
  • How much commission DRS needs to deduct (The commission is only shown on our internal systems and not on the outgoing invoices.)

Invoicing can be a bit intimidating, but remember, you are not on your own! Please ask for help from your fellow AOD, the iCan Team and Training Team. 

There are various ways to see if an invoice needs raising: 

  • You’ve been set a Tagmin Task
  • Received a prompt from a Client or Contact 
  • The ‘To be Invoiced’ panel on the Tagmin Daybook shows an invoice needs to be raised. 

There are several types of invoices we generally deal with.

Click to expand for definitions of the following sections

General Invoices (detailed below) 

This would include any, or several of the following, but not limited to: BSF, Usage, Recall (when you booked the job), Fittings, Expenses, Engagement Fee (daily/weekly), Rehearsals, Travel Days, Overtime, Dawn Calls. 
See below

Recall Fee Invoice (when you the Client hasn’t booked the job)

If a client is owed a ‘Recall Fee’, but didn’t book the job, we create the invoice in a slightly different way. 
For Recall Fee invoices, see here

Client Commission Invoice (when Clients are paid directly by a Contact)

Occasionally, Clients are paid directly and we need to raise a ‘Client Commission Invoice’. This means the Client has received all the money and needs to pay ACT their commission. 

To raise a Client Commission invoice, see here.

Payment Schedule

If a company is going to pay a client the same amount weekly, you can set up a payment schedule. This will enable you to bring up a list of payments and tick them off as they come in. For more information see here.

What to do

  1. Read the notes on the job record thoroughly to work out what is being invoiced for. 
  2. Make sure the person/company being invoiced is saved as a contact on TagMin, if they’re not, create a contact. 
  3. Check commission rate against the Sliding Scale Document. 
  4. Create the invoice. 
  5. Download and save it to the correct file. 
  6. If unsure, send to iCan for approval. 
  7. Use Outlook to send to the correct contact. 
  8. Log on weekly journal. 

How to

  1. Make sure you have the information: 
  2. Read the notes on the job and make sure you have a clear idea of what you are invoicing, who you need to send it to and whether the invoice needs any special information, like a PO number. 
  3. In order to check you have all the information you need; you might need to check back through emails or look at the contract. 
  4. If it hasn’t been specified somewhere explicitly, call the company first to confirm who to invoice as this can often be someone different to the contact we’ve been dealing with up to that point. Then double check with that contact that they are indeed the person to invoice.   
  5. Create the invoice: 
  6. Go to the client’s TagMin, click into the JOBS tab in the central column and open the relevant job record. 
  7. The job record will open on the right hand of the screen, scroll to the bottom of the record and click on the ‘+’ button on the Invoice tab. 
  8. We always create invoices through the job record, rather than from the Invoice tab in the central column, this ensures that the Invoice is always linked to the job. 
  9. Type: Leave this as “Standard” 
  10. Reference: Leave this as Prefix/Infix 
  11. The next box will show a number, leave this, it is the invoice number we can use to reference the invoice should we need to in the future. 
  12. PO Number: Some jobs require an additional reference, you can check with the contact before raising the invoice if this is needed, or it can be added later and re-sent. 
  13. Invoice to: Leave this as ‘Contact’
  14. Contact: Use the search box to find the name of the person, company or client being invoiced. If the contact is not listed, you can click create contact and input their information now. 
  15. Override: Please ignore this field. 
  16. Client: This should have auto populated with the client’s name. 
  17. Link to client booking: This should have auto populated with the job title. 
  18. Project title: This should have auto populated with the job title. 
  19. Currency: Select the currency you wish to invoice in. This will usually be GB Pounds (GBP) but occasionally we are asked to invoice in another currency. 
  20. Charge VAT on comm? Select No. 
  21. Invoice terms (days): Our normal terms are 30 days, occasionally jobs will have different terms, you can change this to match the job should you need to. This will auto populate the next box with the due date. 
  22. Terms note: Leave this blank. 
  23. Invoice notes (displayed on invoice): Leave this blank. 
  24. Payment details: Make sure Client Account is selected. 
  25. ITEMS: Items are the individual charges we invoice for, for instance BSF, Usage, Rehearsal, Travel Expenses etc. 
    • Press the ‘+’ button and fill in as much detail as possible for each chargeable item. 
      • ‘Item Name’- give as much detail as you eg; “BSF or Usage 6 months UK TV” only from 4th November 2021 
      • Amount – input the relevant amount 
      • Charge agency VAT – Please leave this box unchecked. 
      • Commission rate – Reference the Sliding Scale document and apply the relevant Commission rate. For instance, we don’t charge commission on Wardrobe or Recall fees or expenses (The commission is only shown on our internal systems and not on the outgoing invoices from which, DRS knows what commission to take and how much to pay out to our Clients once payment has been received.)  
    • When you are happy click add item, repeat this process for all chargeable items. 
  26. Paid: Please leave this field as Unpaid. 
  27. Received: Please leave this field as No. 
  28. Header: Please leave this field as Agency (template) 
  29. Show job dates: Please leave this field as Yes. 
  30. Notes: Leave this field blank, we will use it to record information if the invoice goes overdue. 

When you are happy that every item has been added and all the information is listed on the invoice, press ADD INVOICE. 

Save and send the invoice: 

  1. Now click the ‘DOWNLOAD INVOICE’ button way at the top of the tab. This will show you what the PDF of the invoice looks like, so you have the chance to adjust again if need be.  
  2. Once you are happy with your work, save to PDF using format:  Invoice number, client initials, name of job (including whether BSF, Rehearsal Fee, Usage etc etc), followed by the date, eg; 

1234 XX Big Ad BSF dd.mm.yy 

  1. Save in Actors Creative Team Docs/Finance/All Invoices – Saved by number. 
  2. If you are unsure and would like some other eyes on the invoice to check your work, please send it to the iCan team, otherwise go ahead and send it to the relevant contact. 
  3. Open Outlook and attach the downloaded invoice. The subject should be Invoice for followed by the client’s name and the name of the job. 
  4. In the body of the email, address it to the appropriate contact, the write words to the effect of “Please find attached Invoice number **** for DETAILS OF JOB. Please note, our payment terms are 30 days from invoice date. Any problems, please let me know.” 
  5. Go back to the job record and click the ‘+’ button on the ‘Agency Comments’ tab and write a description of what you’ve sent and to who. 
  6. List the invoice on the Weekly Journal.