Creating, Emailing And Exporting Invoices Using RotaMaster
This article only applies to customers with RotaMaster Finance+. Speak to your Account Manager for more information.
RotaMaster can create invoices for any self employed staff and both;
- Create a single export to send to a BACS/pay system
- Email each individual staff member their invoice/remittance for the period
Please note - only staff marked as 'Non-Payroll' in their Personnel Record will be included in any Invoice runs.
Creating Invoice Runs
To create invoices for a period, go to Finance+ > Invoicing;
Then, click the Create Transactions button;
This creates a 'transaction' for each shift/adjustment recorded against this person in a period.
- Enter the Rota Group that you are creating invoices for (or leave as 'All Rota Groups' to create invoices across all areas)
- Select the appropriate date range
- Ensure that Create Invoices is ticked and then select an Invoice Date (usually the 'To' date above)
Click Create.
This will pull all shifts/adjustments for non-payroll staff for the selected period and create invoices based on these.
💡When running invoicing for all Rota Groups you are able to view and export all Rota Groups at once as a batch run. To learn more about Batch Runs click here
✅ There is an advanced setting option that allows you to only pulls shifts and adjustments through to the invoicing run if they have been approved within the invoicing period, regardless of when they took place. To enable this setting, please get in touch with our Support Team or your Account Manager.
You can click here to learn more how to run approved invoicing/payroll runs.
Viewing Invoice Runs
To view the Invoice Run, click the small grey triangle next to the appropriate Rota Group on the left hand panel;
Then click the appropriate date range. This will populate the right hand panel with all transactions for that Rota Group in a period.
Emailing Invoices
Click the Invoices tab to view the transactions grouped by person.
From this screen, you can also email invoices to individuals. Tick the box next to the staff member(s) names and click the email button (highlighted above).
This will open the following;
The Subject can be auto-populated with preset details by double click on the appropriate field types on the right hand side. In the example above, the subject of each email will contain the individual staff member's Title, First Name and Second Name.
Enter a Body for the email and click Email. Click OK.
Exporting Invoices
Exports can be created from RotaMaster that can be directly imported into BACS/payment systems to save manual entry.
Exports are created from the Invoices screen by clicking the small grey triangle next to a Rota Group and then clicking the date range of invoices that you wish to export. Then click the Export button, highlighted below;
This will open the following window. Click the tick box next to whichever export you would like to run based on your pay/BACS system.
Click Create. This will save the export to whichever path is defined in the Path Configuration - click here for more details.