Creating your first invoice

After logging into your dashboard, click on the Invoices tab from the menu on the left side of the screen and start the invoicing process by clicking the New Invoice button.

Step 1: Client & Project

Begin by selecting the appropriate client and project for the invoice. If the client or project is not listed, add them using the 'New Client' and 'New Project' options.

You can generate invoices for clients who have been added with just their country, contact name, and email address. These invoices can be processed for payment once the client's information is verified by either Ruul or the clients themselves.

Once the client and project are selected, determine the invoicing frequency. Options available are: Once (default), Weekly, Monthly, Every 3 Months, Every 6 Months, and Yearly. 

After setting the frequency, proceed to the subsequent step.

Step 2: Financials

In this step, you have the option to set the invoice currency and amount, choose a payment account for receiving funds, and determine which party (you or your client) will cover the service fee.

chrome-capture-2023-10-17 (18)

For details on minimum and maximum invoice amounts, refer to the appropriate documentation. A list of supported currencies is also available in the documentation.

For payment accounts, Ruul will display the rate to be applied in the dropdown list for your convenience based on the information you provide. 

Should you lack a payment account, there's an option to add one by selecting 'Add New'.

A service fee is applied to each transaction. The responsible party for this fee can be set to either 'Me' (default setting) or 'My Client' under the 'Service Fee Payer' section.

A comprehensive breakdown, including the service fee, the payment amount your client will be charged, and the net amount you'll receive is displayed at the bottom of the page. Once reviewed, click 'Next' to advance.

Step 3: Scope of Service

This step involves providing specific details related to the work for which the invoice is being generated.

Begin by selecting the relevant category and sub-category that best describes the service you're offering.

Optionally, you can add a short description to the invoice. Ensure the description is in English and refrain from using inappropriate language.

Files can be attached to the invoice for reference. Supported file types include .docx, .xlsx, .ppt, .pdf, .jpeg, .png, and others, with a maximum size limit of 20 MB per file.

Lastly, choose the current delivery status of the service.

Once these details are set, you can proceed to view the proforma invoice details before sending it to your client.

Step 4: Prepare & Issue

In this step, it's essential to thoroughly review the details of the proforma invoice to ensure accuracy. 

When satisfied, proceed by clicking the "Send Invoice Now" button to issue the invoice to your client.

You can also preview the email that will be sent to your client by clicking on the 'Preview E-mail' button.