Your client may need certain details on your invoices, such as a PO number, and you may need your business name or tax number on them too. This article explains where each detail comes from and how to add it, so your invoice is accepted the first time.

TABLE OF CONTENTS

A required field, such as a PO number, appears on the invoice form

Your client can add their own fields to the invoice form, such as a purchase order (PO) number. If a field is marked as required, you can't submit the invoice until it's filled in.

The value comes from your client, not from Worksuite. To find it:

  1. Open the Task or Contract the invoice is for, and check its details for the value.
  2. If it isn't there, message your client from the Task's Messages tab and ask for it.

Enter "N/A" only if your client confirms the field doesn't apply to your work. A wrong or missing value can lead to your invoice being rejected.

My invoices show my personal name instead of my business name

The name on your invoices and agreements is your profile name. It isn't the name on your tax form. Choosing a business tax form, such as the W-8BEN-E, doesn't change the name on your invoices.

To change your profile name:

  1. Go to Settings → Profile. You can also click Improve your profile on the My Profile card on your Dashboard.
  2. Change your name at the top of the page.
  3. Click Save at the bottom of the page.

Invoices you create after the change show the updated name. If an earlier invoice needs correcting, ask your client. See How to Update Your Profile, Email Address and Password for the other profile details you can change.

I need my VAT or tax number, or my own invoice number, on the invoice

Worksuite invoices don't have a field for a VAT or tax registration number, or for your own invoice number. If your local rules require these, attach your own invoice:

  1. Create your own invoice as a PDF, with your VAT or tax number, your invoice number and any other details your local rules require.
  2. In Worksuite, create the invoice as usual and add your PDF in the Attachment field.
  3. Submit the invoice.

Your PDF stays on the invoice record, so your client can see it and download it with the invoice. Make sure the amounts in your PDF match the amounts you enter in Worksuite. If you don't see an Attachment field, your client has turned it off. Message your client to ask how to send your own invoice.

Whether you charge VAT or other taxes is between you and your client. Agree it with your client before you invoice. Worksuite Support can't give tax advice.

If your invoice needs your client's full legal company name and billing address, ask your client for them from the Task's Messages tab. Your client's company details can differ from one Contract to another, so check with them for each one.

Still have questions?

  • About a field's value, your client's details, or taxes: message your client from the Task's Messages tab.
  • If you can't change your profile name or attach a file: contact Worksuite Support.

Support/Resources

Still have questions about details on your invoices? Click Support in the bottom-left corner of Worksuite to contact our Support team, or email support@worksuite.com.

For questions about your work, projects or rates, message your client from Messages in Worksuite.