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License Agreement

This article presents the features available in the Ultimate plan of XTRF Translation Management System. Please keep in mind that your access to the described options might be limited due to your license agreement. If you would like to change your plan of XTRF Translation Management System and gain access to the additional features, contact your XTRF Customer Success Manager.

Target audience: Accountants, Project Managers




Prepare an Invoice For Your Client

Important part of the translation process is creating and sending an invoice for completed tasks. In XTRF Platform the invoice items are based on the task receivables. You can create an invoice for individual task or for all tasks in one project as well as include tasks from many projects in one invoice.


Before Reading this Guide

  • The steps without any marking are mandatory to perform because they ensure carrying on a proper function of the Home Portal.
  • The steps marked with the (Optional) label give you information about settings useful for you in terms of fulfilling specific requirements for your projects, but if you skip them it will have no negative effect on the function of the Home Portal.

Before Creating First Invoice

Before you create and send your first invoice please bear in mind that you have done as follows:


I. Create the Client Invoice

To create an invoice in the Home Portal, perform the following steps:

 Sign in to the Home Portal of XTRF Platform.
 Go to the Invoicing module.

In the Browse Client Invoices display click the Add Customer Invoice button. You are redirected to the Create Client Invoice display to the Tasks to be Invoiced tab where all tasks ready to be invoiced are listed.

Tasks to Be Invoiced

By default, in the Tasks to be Invoiced tab there are displayed tasks which are invoiced and their status is set to Closed. If you change the filter settings in the display, you can invoice any task that has not been invoiced. Mind that tasks which statuses are set to Opened can get to be issued an invoice.


From the list of tasks select the checkbox for task you want to include in the invoice.

You can select more than one task at this step:

  • If you select the tasks from one client, one invoice for all task is created.
  • If you select tasks from multiple clients, one invoice is created for each client.

Click the Create Invoice button at the bottom of the page. You have created the new invoice in the Home Portal.

What's Next?

  • If in this step you have created one invoice which means that all selected tasks are for the same client, you are redirected directly to this invoice display.
  • If in this step you have created more than one invoice which means the tasks are for multiple clients, you are redirected to the Client Invoices display.



II. Add Items to the Client's Invoice

When you have created an invoice, you need to add a value to it by adding invoice items. When the invoice is created all details are provided by the Home Portal using default system data or default client data. You may change some of the data for this invoice. To add item(s) to the invoice, perform the following steps:

Adding Items to the Invoice

Please bear in mind that you can add items only to the invoices with the Not ready status.

 Go to the Invoicing module.

In the Client Invoices display go to the Not Ready tab.


From the list of all Not Ready Invoices select the invoice you want add the items to. You are redirected to the given invoice display.

 Click the Edit button.

To add an item to the invoice use one of the buttons at the bottom of the page. Select how you want to add the items to this invoice by clicking the one of the options:

  • Create One Item for All Tasks  button - Only one item is created in the invoice regardless how many tasks are included. In this case, on the first page of your invoice a general description will appear.
  • Create Item for Each Task button - An item is created for each task included in this invoice. For example, if there are two tasks in the invoice, then two items are created.
  • Create Item for Each Task Receivable button - An item is created for each receivable of the tasks included in the invoice. For example, there are two tasks where each task includes two receivables, then four items are created.

The newly added items are shown on the Items list at the bottom of the display:

  • Click the icon to edit the details of selected item.
  • Click the icon to delete selected item.

Please pay attention that you manage only items on the Items list - the task leaves unchanged even if you apply changes to the items. 


(Optional) All invoice details are provided in the given invoice display. You can update some of the details:

    1. From the Payment Terms drop-down menu select the terms that should be applied to this invoice.

      Please note that selecting different payment terms influences the date in the Payment Due Date field.

    2. In the Currency section click the Change button to change the currency of this invoice.

    3. In the Tax Calculation Rule section click the Change button to change the way the tax is applied to this invoice:
      • Sum Tax Values of Particular Items - the tax is first calculated for each item separately, and then the item's tax values are summed.
      • Multiple Net Total Value by Tax Rate - the net values of all items are summed, and then the tax value is calculated.

    4. In the Gross Total in Words click the Change button if you want to update the gross tax value written in words.

    5. From the Invoice Signatory drop-down menu select the Home Portal user who is stated as the signatory of the invoice.

    6. From the Categories drop-down menu apply the category for this invoice.

    7. In the Date field provide the date when the invoice is created. Click the icon to select the desired date or manually enter the date in appropriate format.

      By default, the current date is provided.

    8. In the Payment Due Date field provide the date provide the payment deadline for a client. The Home Portal calculates the payment date using the Payment Terms. You may select a different date. Click the icon to select the desired date or manually enter the date in appropriate format.

    9. From the Numbering Scheme drop-down menu select the rule used to determine the number of the invoice.

      For a time being the invoice has no number assigned. The Numbering scheme is used to assign a number to the invoice when the invoice status is changed to Ready.

    10. From the Payment Method drop-down menu select the expected payment method. For more information go to the Configuring the System Values: Payment Method and Payment Type article.

    11. In the Net Total field provide the net value of the invoice. By default, Net Total value is the sum of the net values of all invoice's items.

    12. In the Gross Total field provide the invoice value with the tax included.

    13. From the Invoice Template drop-down menu select the the template that should be used for generating this invoice document.

    14. Click the Download Invoice to get a preview of the document.

Click the Save button. You have added the item to the invoice.



III. Send an Invoice to the Client

When you have prepared the invoice and settled all the financial details, the final step is to send it to your client. To send an invoice to the client, perform the following steps:

Invoice Status

Only the invoices with the Ready status can be sent to the clients.

 Go to the Invoicing module.

In the Client Invoices display locate and open the invoice you want to send to your client. You are redirected to the given invoice display.

Depending on the status of the invoice you can find your invoice in the appropriate tab.

 Click the Edit button.
 Make sure that the status of the invoice is Ready. If it is not, use the  icon to change the invoice status to Ready.
  • Click the Send by E-mail button to send the invoice to the client.
  • Click the Edit and Send button to preview an email with the invoice before sending it.

    The invoice document is already attached to this e-mail. When the email is ready, click the Send button.


The e-mail with the invoice has been sent to the client. The invoice status is automatically changed to Sent.


















Invoice Status Changed Manually

Please notice that changing the status of the invoice to Sent using the  icon does not result in sending it. This may be used if you decide to download the invoice as the PDF file.