The Billing Box in your project detail gives you a real-time picture of how much of the project budget has been addressed through invoicing — and in what form. It is built so that both account managers and finance teams can read the same box and trust the numbers, without any double-counting between deposits and final invoices.
The header: total billed vs. budget
At the top of the Billing Box you will see a figure in the format X / Y, where X is the total billed amount and Y is the project budget.
The total billed amount is the sum of three things:
All amounts in Outgoing Invoices — billing amount after deposits are deducted
All amounts in Proforma Invoices — full proforma value, whether paid or not
All amounts in Prepayments — credit drawn from the client's parked funds
This answers the question: how much of the budget has been addressed in any form?
The progress bar and billing labels
Below the total you will see two labels that correspond directly to the progress bar below them:
Invoiced · credited to billing — shown in solid green. This is the amount formally credited to the project: billing amounts of all outgoing invoices + settled proformas (those with a settlement invoice) + prepayment drawdowns.
Proforma · pending settlement — shown in hatched green. Proformas that have been issued but do not yet have a settlement invoice. The deposit may already have been collected, but without a settlement invoice the amount is committed, not formally recognised.
A proforma segment stays hatched until a settlement invoice is issued against it — at that point it turns solid. This means an account manager can see at a glance whether billing is fully settled or still has open proformas waiting for a settlement invoice.
Outgoing Invoices in Billing box
This section shows the total billing amount across all standard invoices and settlement invoices issued on the project. For settlement invoices, the deposit already collected via a payment receipt is deducted — so the figure reflects what was actually credited to the project, with no double-counting.
You can also see at a glance:
Paid — invoices where the full amount has been received. Partially paid invoices are not counted as paid until fully settled.
Planned — invoices scheduled in the invoicing plan for the current month, not yet issued.
When you click on Outgoing Invoices, a detail modal opens with the full invoice list. At the top of the modal you will see the Invoiced total — the sum of all full invoice amounts as recorded in accounting, before any deposit deductions. This is the figure that corresponds to what is sent to your accounting system.
Below that, each invoice is listed with two columns:
Amount — the full invoice value as issued and recorded in accounting
Billing amount — what is actually credited to the project's billing
Settlement invoices are identified by the ⊙ icon next to the invoice number — these are the ones where billing amount differs from amount, because the deposit has been deducted.
Proforma Invoices in Billing box
This section shows all proforma (deposit) invoices issued on the project. Proformas are not tax documents — they are a billing commitment and a request for a deposit payment.
Each proforma is tracked across two dimensions:
Payment status:
Paid — deposit received in full (payment receipt issued). Same rule applies as with outgoing invoices — partial payments do not count as paid.
Planned — scheduled in the invoicing plan but not yet issued.
Settlement status:
Settled — a settlement invoice has been issued against this proforma. The deposit is formally recognised and the proforma is reflected in the solid green portion of the progress bar.
Unsettled (Unused) — proforma issued (and possibly paid), but no settlement invoice yet. This is what appears as hatched on the progress bar and as Proforma · pending settlement in the header.
When you click on Proforma Invoices, the modal shows the full list of proformas and also displays the Unused amount — the total value of proformas that are still pending a settlement invoice.
Prepayments
Prepayments are drawdowns from funds the client has deposited with the agency in advance - the credit accounts at brand level, used across projects and billing periods.
A prepayment drawdown does not generate an invoice on the project. It directly credits the project's billing and appears in solid green on the progress bar.
Used — amount drawn from the prepayment balance (from credit account) and credited to this project
Unused — remaining balance available across the brand, not specific to this project
How the numbers connect
The Invoiced · credited to billing figure is the key number for finance. It tells you how much of the project has been formally billed through recognised documents. It is calculated as:
Settled proformas + billing amounts of outgoing invoices + prepayment drawdowns = Invoiced
The remaining hatched portion (Proforma · pending settlement) represents proformas that are committed but not yet formally settled. For an account manager, this means invoicing is in progress. For finance, it means a settlement invoice still needs to be issued before the amount is recognised.
A project is considered fully and formally invoiced only when the Invoiced · credited to billing figure equals the project budget — meaning all proformas are settled, all outgoing invoice billing amounts are accounted for, and prepayments cover any remaining balance.
Example walkthrough
The screenshots below show a real project at different stages of billing.
Billing Box — project overview
In this example, the project has a budget of 3 154,50 €. The Billing Box shows:
Total billed: 2 480,00 € / 3 154,50 €
Invoiced · credited to billing: 2 480,00 € (solid green on the bar)
Proforma · pending settlement: 674,50 € (hatched on the bar)
Outgoing Invoices: 780,00 € billing amount across 5 invoices, of which 336,00 € is paid
Proforma Invoices: 2 174,50 € total — 1 500,00 € settled, 674,50 € unsettled
Prepayments: 200,00 € used, 5 767,00 € unused at brand level
The progress bar is mostly solid — most billing is settled. The hatched segment at the right represents the 674,50 € proforma that is still pending a settlement invoice.
Invoiced detail modal
Clicking on the Outgoing Invoices or Proforma Invoices section opens a detail modal. In the Invoices table you can see:
Invoices marked with ⊙ are settlement invoices — their billing amount is lower than the full amount because a deposit has been deducted
Standard invoices show the same value in both Amount and Billing amount columns
Credit notes appear with a negative amount and reduce the billing total accordingly
The Invoiced total at the top of the modal (e.g. 2 280,00 €) is the sum of all full invoice amounts as recorded in accounting — before any deposit deductions. This is the figure that corresponds to what is sent to your accounting system.
Below the invoices table, the Unused amount shows the value of proformas still pending a settlement invoice. The Proforma invoices table lists all proformas issued on the project.
Billing data in the Projects list
In the Projects list, the Credit balance and Uninvoiced columns each show two figures. This is intentional — account managers and finance teams interpret billing differently, and both views are useful.
The top figure takes a broader view and includes all issued documents: (unsettled) proformas, payment receipts, invoices and used credit from credit accounts. The bottom figure is stricter and counts only standard and settlement invoices.
Credit balance (Work) — billed amount minus work spent minus work expenses. Top figure counts every billing commitment — invoices, proformas, and prepayment drawdowns, regardless of settlement status. Bottom figure counts only formally recognised billing — invoices and prepayment drawdowns, proformas excluded.
Credit balance (Expenses) — billed amount minus expenses received. Top figure counts every billing commitment — invoices, proformas, and prepayment drawdowns, regardless of settlement status. Bottom figure counts only formally recognised billing — invoices and prepayment drawdowns, proformas excluded.
Uninvoiced — budget not yet billed. Top figure counts every billing commitment — invoices, proformas, and prepayment drawdowns, regardless of settlement status. Bottom figure counts only formally recognised billing — invoices and prepayment drawdowns, proformas excluded.
In practice this means: if an account manager issues a proforma for the full project value, they will see Uninvoiced as zero (top figure). A CFO looking at the bottom figure will still see the full project value as uninvoiced — because no settlement invoice has been issued yet. The round progress indicator in the project row reflects the CFO view: it counts only formally recognised invoices.
A negative Credit balance means more has been spent or received in expenses than has been formally billed through invoices — typically a signal that a settlement invoice needs to be issued.
Frequently asked questions
Why does the Outgoing Invoices amount look lower than the invoice I issued?
Outgoing Invoices shows the billing amount — the invoice value after deducting any deposit already collected via a payment receipt. This prevents the same money being counted twice. The full invoice value is visible in the invoice detail and in the Outgoing Invoices listing under the Amount column.
Why is a proforma shown as hatched on the bar even after the client has paid?
A payment receipt confirms the deposit was collected — it is not a settlement invoice. The hatched state means: deposit collected, settlement invoice not yet issued. Once a settlement invoice is issued against that proforma, the segment turns solid.
What is the difference between a proforma and a prepayment/credit account?
A proforma is a request for a deposit tied to a specific project. A prepayment is a pool of funds the client has deposited with the agency in advance, used across multiple projects. Prepayment drawdowns do not generate invoices on the project.
An invoice shows as partially paid — why is it not in the Paid total?
Allfred counts an invoice as paid in Billing box in project detail only when the full amount has been received. Partial payments are tracked but the invoice remains outside the Paid total until it is fully settled.