What is an Invoicing Plan?
The Invoicing Plan is a forecasting tool that helps you predict future revenues based on your planned invoicing schedule.
Each project in Allfred can have its own invoicing plan – either automated or manual – defining when and how much will be invoiced.
🔗 Learn how to create an automated or manual invoicing plan here: How to create an automated or manual invoicing plan.
The Global Invoicing Plan Dashboard aggregates all your project plans into one overview. It’s divided into two main views:
ALL – includes both manual and automated plans.
Automated – includes only projects with automated invoicing plans (where Allfred automatically issues invoices, proforma invoices, or invoice requests).
ALL Invoicing Plan
Overview of the Dashboard
By default, the dashboard displays the current month — showing all invoices planned to be issued in that period (based on the issue date).
You can easily change the date range using the date picker, selecting either a custom period or one of the predefined ranges.
At the top, you’ll see a summary row containing key metrics:
Planned amount – divided by budget categories: Work, Production, and Media.
(If your workspace uses additional categories, such as Internal Production or Royalties, they’ll appear here too.)
These values are based on the invoicing plans in each project.Invoiced amount – also split by categories, showing the actual invoiced values.
Includes an extra row for Prepayments, representing invoices with type Prepayment where the agency has received a credit not yet used.Paid – shows how much of the invoiced amount has been paid.
Example: if you issued an invoice in one month and a credit note in another, the Paid value in the second month might go negative.To be paid – the amount still outstanding from already issued invoices.
Inovicing Plan Main Table
Each row represents one project.
You can expand any project row to view all planned and issued invoices related to that project. Each invoice is displayed in two levels:
The upper sub-row represents the planned amount (based on the invoicing plan).
The lower sub-row represents the actual invoiced amount (from the issued invoice).
If a project uses a manual invoicing plan and you’ve already issued an invoice based on it, you’ll see two rows under the project — one for the plan and one for the actual invoice.
The project-level row aggregates these values into one total.
For automated plans, when a planned invoice becomes active (issue date reached), the Pending row automatically changes to Created. The same happens with Drafts once the final invoice is issued from the generated draft.
Below is a description of what each column represents:
Column | Description |
Brand | Displays the brand associated with the project. Useful when filtering by brand portfolio. |
Title | Shows the project title. Manual or automatic labels indicate the plan type. |
Amount | Displays total planned or invoiced value. The upper row shows the planned amount pulled from individual project invoicing plans, while the lower row shows the actual invoiced amount based on issued invoices. |
Our Work / Production / Media / Prepayments | These columns show category-level breakdowns for each project. The upper row shows the planned amount pulled from individual project invoicing plans, while the lower row shows the actual invoiced amount based on issued invoices. |
Balance | Shows the difference between planned and invoiced values. Negative values (in red) indicate that the invoiced amount is lower than planned — meaning less was invoiced than expected. |
Issue Date | The date the invoice is (or will be) issued, taken from the invoicing plan or invoice. |
Date of Supply | Indicates the taxable period or delivery date of the service/work. For automated invoicing plans, this information is pulled directly from the project plan. In manual plans, where the supply date isn’t entered explicitly, it automatically matches the issue date. |
Due Date | Payment deadline of the invoice. For automated invoicing plans, this information is pulled directly from the plan. In manual plans, where the due date isn’t entered explicitly, it automatically matches the issue date. |
Type | Defines the type of invoice (Planned, Outgoing invoice, Prepayment, etc.). When the issue date is in the future, meaning the invoice has not yet been issued, the type is shown as Planned. Once the invoice is created, the type automatically changes to Proforma, Outgoing invoice, or Prepayment, depending on the actual issued document. |
Invoice No | Clickable invoice number that leads directly to the invoice detail page. If the invoice was generated as a draft from an automated plan, you can click from here directly into the Request for Invoicing screen — a prefilled invoice form that you simply review and issue. |
Paid at | Displays whether the invoice is Paid, Partially Paid, or Unpaid; helps track collection status. |
Status | Indicates the current invoice state (Created, Pending, Draft, Manually Created, Failed, etc.). |
Delivered | Shows whether the invoice has been sent to the client (email icon status). |
Note | Displays any additional comments or notes related to the invoice. |
Invoice Statuses Explained
Created – Automatically generated and issued invoices from an automated invoicing plan.
Pending – Invoices with a future issue date.
For automated plans, these will be issued automatically on that date (and will have status "Created")
If the plan is set to create only drafts, Allfred will generate a request for invoicing with "Draft" status instead.
Draft – Generated from automated plans that are configured to create drafts instead of final invoices.
Drafts are fully prefilled with all invoicing details, amounts, budget breakdowns, and dates — and can be issued instantly by clicking “Invoice draft”.
Drafts are also used when billing in a different currency than the workspace currency.Manually created – Invoices created manually from a manual plan or completely outside any plan.
Prepayment used – Shows when a prepayment (credit) has been partially or fully consumed. Visible only if the toggle “Show prepayments when used” is enabled.
Failed – An invoice that could not be generated automatically (e.g., missing required details).
Deleted – An invoice that was removed from the automated plan.
Filters
Filters allow you to narrow down your data view. You can filter by:
Client/Brand – filter by client or brand portfolio.
Project – view invoicing data for a specific project.
Team – based on project team.
Project Manager – show projects owned by a particular PM.
Project Stage – limit results to specific project phases (pending, active or lost).
Status – filter invoices by their current status (Created, Draft, Failed, Manually Created, Pending, Prepayment Used, Deleted).
Payment Status – filter by payment state (Paid, Partially Paid, Unpaid).
Billing Plan Type – show only automated or manual invoicing plans or None for projects without plans but with issued invoices.
Project Category – filter by project categories (tags in projects).
Date of Supply – view invoices within a specific taxable period.
Due Date – review invoices by their payment deadlines.
Paid At – filter by the actual date of payment.
Filters are particularly useful for:
Reviewing specific clients, projects, or teams.
Monitoring unpaid or failed invoices.
Tracking performance of project managers or billing types.
Analyzing cashflow timing — when planned invoices are issued and when payments are received.
Show Prepayments When Used (Toggle)
This toggle switches between two accounting views:
OFF → Cashflow view
Shows the full prepayment amount in the month it was invoiced.
Example: you invoice a prepayment of €10,000 in January → you’ll see the entire €10,000 in January’s plan as revenue.
ON → Accrual view
Displays revenue gradually, as the prepayment is used.If no part of the prepayment has been used yet → it won’t appear anywhere.
If part of it was used in, say, March, it will appear in the specific project category (Work / Production / Media) for March.
This toggle helps you analyze your cashflow vs. revenue recognition.
Automated Invoicing Plan
Overview
This view shows only projects with automated invoicing plans — meaning Allfred automatically issues invoices, proforma invoices, or invoice requests (drafts) according to each project’s settings.
Visually, this dashboard is different:
Here, each row represents an invoice, not a project.
Data Columns
Columns are similar to the ALL view, but focused on individual invoices:
Column | Description |
PM | Shows the initials of the Project Manager responsible for the project or invoice. Helps you quickly identify ownership. |
Brand | Displays the brand associated with the project. Useful for filtering when multiple brands are managed. |
Project | Name of the project linked to the invoice. Each row represents a single planned or issued invoice. |
Planned Amount | Value of the invoice as planned in the automated invoicing plan. |
Invoiced Amount | Value that has already been invoiced. Allows comparison with the planned value. |
Issue Date | The date when the invoice is (or will be) issued. Pulled directly from the automated plan. |
Date of Supply | The taxable period or delivery date of the service/work. In automated plans, this data is taken directly from the plan. |
Due Date | The payment deadline. Pulled from the billing addrss usede in automated plan. |
Type | Defines the type of the document: Outgoing invoice or Proforma invoice. |
Invoice No | Clickable invoice number linking directly to the document. If a draft was generated, you can click on dispayed ID or on Create invoice button to open the prefilled Request for Invoicing form, review it, and issue the invoice. |
Paid at | Shows whether the invoice is Paid, Partially Paid, or Unpaid. Updated automatically from the invoice record. |
Status | Displays the current invoice state (Created, Draft, Deleted, Manually Created, etc.). |
Delivery | Indicates whether the invoice has been sent to the client (via email). |
Message | Shows email-related actions or notes about the delivery. |
Invoice Actions
If an automated invoice has one of the following statuses:
Failed → a Create Invoice button appears, allowing you to quickly issue the invoice with prefilled details.
Draft → also displays a Create Invoice button for easy manual issuing.
Invoice Statuses Explained (Automated plan)
Created – Automatically generated and issued invoices from an automated invoicing plan.
Pending – Invoices with a future issue date.
For automated plans, these will be issued automatically on that date (and will have status "Created")
If the plan is set to create only drafts, Allfred will generate a request for invoicing with "Draft" status instead.
Draft – Generated from automated plans that are configured to create drafts instead of final invoices.
Drafts are fully prefilled with all invoicing details, amounts, budget breakdowns, and dates — and can be issued instantly by clicking “Create invoice” or on draft ID in the Invoice number column.
Drafts are also used when billing in a different currency than the workspace currency.Manually created – Invoices created manually from drafts or from failed invoices
Failed – An invoice that could not be generated automatically (e.g., missing required details).
Deleted – An invoice that was removed from the automated plan.
Key Difference between ALL and Automated View
ALL view: groups data by project (each row = one project).
Automated view: shows invoices directly (each row = one invoice).
Automatically created invoices appear here as soon as their issue date is reached or a draft is generated.
Recommendation
Use the Automated Invoicing Plan primarily for technical verification — to check whether all invoices have been issued as expected. A system email notification is also sent whenever an automated invoice is generated.
Use the ALL Invoicing Plan for revenue forecasting, since it includes all projects where invoices (manual or automated) have been created.
FAQs - Invoicing Plan Dashboard
Why is my manual plan not linked to the issued invoice?
Manual invoicing plans are not automatically linked to issued invoices because, unlike automated plans, they don’t specify exact items to be invoiced — only total category-level amounts. This means Allfred cannot directly connect them to a specific invoice. However, these values are aggregated at the project row level, ensuring that the information still combines correctly and doesn’t remain disconnected. amounts and dates between the plan and actual invoice.
What’s the difference between the ALL and Automated Invoicing Plan views?
The ALL view combines manual and automated plans for revenue forecasting, while the Automated view shows only invoices created automatically by Allfred. The Automated view is meant for technical control to verify invoice generation.
Why does a row show “Pending”?
This status appears when the issue date of a planned invoice is in the future. Once the date arrives, Allfred either issues the invoice automatically or creates a draft (depending on your settings).
Why did the “Pending” status change to “Created”?
Because the issue date was reached and the invoice was automatically generated from the automated plan.
Why do I see a “Draft” status?
A Draft means the automated plan was set to create a draft instead of issuing a final invoice. You can review and issue it directly from the Request for Invoicing screen.
Why is my invoice type marked as “Planned”?
If the issue date is in the future and the invoice hasn’t been issued yet, its type appears as Planned. Once issued, it changes to Proforma, Outgoing invoice, or Prepayment.
Why is the Date of Supply the same as the Issue Date?
In manual plans, if no supply date is entered, Allfred automatically sets the supply date equal to the issue date.
Why is the Due Date the same as the Issue Date?
For manual plans where no due date is entered, Allfred sets it to match the issue date by default.
What do negative red values in the Balance column mean?
They indicate that less was invoiced than originally planned — for example, if the plan expected €10,000 but only €8,000 was invoiced.
Why does my balance show a positive amount?
It means more was invoiced than planned, often due to additional tasks or budget adjustments not included in the original plan.
How can I see which invoices are already paid?
Check the Paid at column. It shows Paid, Partially Paid, or Unpaid, based on payment data synced with issued invoices.
Can I track prepayments separately?
Yes. Use the toggle Show prepayments when used to switch between cashflow and accrual views. This determines whether prepayments appear in the month they were issued or as they are used.
Why can’t I see prepayments in my plan?
If the toggle Show prepayments when used is on but the prepayment hasn’t been used yet, it won’t appear until it’s applied to a project or category.
What does the “Create invoice” button do?
It lets you open a prefilled invoice (draft) created from the plan. You only need to review the data and issue the invoice.
Can I filter by Project Manager or Payment Status?
Yes. Use the Filters menu to refine your view by Project Manager, Status, Payment Status, or other project and billing criteria.