A new Self Billing option has been added to the left-hand navigation menu, giving users with the appropriate permissions quick access to the Self Billing area of Access Recruitment CRM.

When the Use Self-Billing global setting (found under Options ; System Settings ; System Owner ; Global Settings) is enabled and the user does not have the View Self Billing Invoice Index restriction applied to their account, a new Self Billing option appears in the left-hand navigation under Finance & Payroll, positioned below Invoices.

Clicking Self Billing from within this area opens the new self-billing feature.

Access is automatically controlled by the existing global setting and user restrictions, so only the right people can see the option.

Finance & Payroll ; Self Billing

📌 Note: Requires the Use Self-Billing global setting to be enabled and the View Self Billing Invoice Index restriction must not be applied to the user's account.

The Self Billing module includes a dedicated invoice management interface, giving recruiters a real-time view of their self-billing invoices with visual status cards, filtering, search, sort, and pagination - all in a single screen.

Status Dashboard Cards

When you open the Self Billing area, four colour-coded status cards are displayed at the top of the screen:

Each card shows the status label, the total count of invoices in that status, and the combined monetary value broken down by currency where multiple currencies are present (for example, £2,400.00 on one line and $1,230.00 below it).

Each card can be individually clicked to filter the invoices that match that status label. Clicking the same card again will un-filter back to the full list.

Below the status cards, the invoice list shows all invoices associated with your placements. Each row in the list displays the following:

A count label above the list shows the total number of invoices currently displayed (e.g. "12 invoice(s) found").

Clicking any status card filters the list to show only invoices with that status. The active card displays a ring border and a shadow to indicate it is selected. Clicking the same card again removes the filter and returns the full list. Only one status card can be active at a time.

A search bar sits above the invoice list and supports real-time filtering. The search is case-insensitive and returns partial matches - for example, typing "Tech" will return "Tech Solutions Inc". Placeholder text within the bar reads: "All, My Invoices, Last 3 months, Last 6 months, Last 9 months, Last 12 months". Clearing the search restores the full results with any active sort still applied.

An 'X' icon button appears inside the right-hand side of the search input field whenever one or more characters have been entered. It mirrors the position of the search icon on the left, sitting within the field boundary without overlapping any typed text.

Clicking the 'X' button:

When the search input is empty, the 'X' button is not shown - the bar displays only the search icon and placeholder text as normal.

A Sort button (displayed with a grey background) opens a dialog titled "Sort Invoices". The dialog presents five sort field options as radio buttons:

An up/down arrow toggle button on the right of the dialog controls sort direction (ascending ↑ or descending ↓). The dialog also includes Cancel and Confirm buttons. The default selection on first open is Created in descending order (newest invoices first). Cancelling the dialog discards any changes and leaves the list in its previous sort order. Confirming applies the sort immediately.

Search and sort can be active simultaneously - for example, filtering to "My Invoices" and sorting by Created descending will show only your invoices, newest first.

A Refresh button reloads both the invoice list, and the status card counts. The current filter and search selections are preserved after a refresh. A loading indicator is shown during the reload, and the interface is greyed out and disabled until the refresh completes.

Empty State

If no invoices match the current filters, the list area displays a "No invoices found" heading with the supporting message "Try adjusting your filters to see more results". The status cards remain visible and continue to show their counts (which may be zero).

Pagination

When the total number of invoices exceeds one page, pagination controls appear below the list showing previous/next navigation, individual page numbers, and the current page position. Pages display 10 invoices at a time. Pagination state is maintained when switching between status card filters, and resets when the ownership filter is changed.

Recruiters working with self-billing clients can now see the full picture of their invoices at a glance, understand how invoices are distributed across statuses without running separate queries, and quickly narrow down to the invoices that need attention, such as those sitting in Query or Rejected. The combined search, sort, and status filter tools reduce time spent scrolling and make it straightforward to find and act on specific invoices.

The Self Billing Invoice page remembers your active filter, search, and sort preferences. When you navigate away and return, or process a batch of invoices, your settings are restored automatically - no need to reapply them each time.

Any combination of the following settings persisted per user on the Self Billing Invoice Index:

All three settings are restored simultaneously, so the invoice list always reflects the full combination of preferences when you revisit the page.

Where no settings were previously applied, the page opens in its default state with no filters, search terms, or sort order pre-applied.

An 'X' icon button appears inside the right-hand side of the search input field whenever one or more characters have been entered. It mirrors the position of the search icon on the left, sitting within the field boundary without overlapping any typed text.

Clicking the 'X' button:

When the search input is empty, the 'X' button is not shown - the bar displays only the search icon and placeholder text as normal.

When performing a bulk action - Mark as Approved, Mark as Query, Mark as Rejected, Email, or Delete - all active filters, search terms, and sort settings are retained after the action completes and the list refreshes. Any invoice selections are cleared, and the bulk actions bar is hidden once the action has processed.

Consultants managing self-billing invoices who regularly filter by status, search for specific invoices, or work with a custom sort order will no longer need to reconfigure their view after navigating elsewhere in the system or processing a batch. The settings are personal to each user, so one user's preferences have no effect on another's view.

Each invoice can be expanded within the Self Billing screen to view the detailed header information and a full breakdown of invoice line items. Invoices are collapsed by default, keeping the list clean and easy to scan.

Each invoice row in the Self Billing list includes a chevron icon. Clicking the row or the chevron expands that invoice to reveal two sections:

The key details for the invoice are displayed, including the placement description, the payment company (shown using the client's 'File As' name), the sector, the calculated total (sum of all line quantities multiplied by the pay rate, in the placement's currency), the name of the user who created the invoice, and the date the invoice was emailed. Any field without a value displays a dash ( - ) rather than leaving it blank.

A grid of all line items associated with the invoice are displayed, with the following columns:

Each invoice can be drilled into, showing the detail of the self-billing invoice without leaving the list screen. The header gives an at-a-glance summary of the invoice, while the invoice lines grid provides a clear, structured breakdown to support verification of charges and margin calculations - reducing the need to cross-reference external documents.

One or more invoices can be selected to update their status in bulk. A checkbox selection per invoice, a Select All capability, and bulk action buttons that allow Approved, Query, or Rejected statuses to be applied across large volumes of invoices in a single operation.

A checkbox is displayed on each invoice row. Clicking a checkbox selects the invoice and highlights the row; clicking it again deselects it. Multiple invoices can be selected independently across pages - selections are maintained when navigating between pages of the list.

A Select All checkbox in the table header selects or deselects all invoices across all pages simultaneously. The header checkbox reflects the current state automatically: it shows as checked when all invoices are selected and reverts to unchecked if any individual invoice is deselected.

When one or more invoices are selected, a count indicator displays the number of selected invoices near the action area, and three status action buttons appear:

Clicking a status button opens a confirmation dialog showing how many invoices will be affected and the target status. Confirming the action applies the update according to the following transition rules:

A loading indicator is shown during processing. On completion, a results summary is displayed detailing how many invoices were updated, how many were skipped due to their current status, and how many were skipped due to a missing Payment Company. Clicking OK refreshes the invoice list (respecting any active filters or sorts), updates the status dashboard counts, and clears all selections. If no invoices are selected, the action buttons and selection count are hidden.

Users processing large volumes of self-billing invoices can now approve, query, or reject batches of invoices in one action, significantly reducing the time and effort required compared to updating records individually. The confirmation dialog and detailed results feedback ensure users have full visibility over what was and wasn't updated before and after each operation.

When the Use Self-Billing global setting is enabled, users creating invoices from the Timesheet Manager will now see a warning in the Invoice Consolidation dialog advising that timesheets in the Self Billing process will not be included. Additionally, when the user confirms the invoice run, any timesheets belonging to applicants with a Payment Type of Limited Company Contractor or Umbrella Company are automatically excluded from processing - only eligible timesheets are passed through for invoicing.

When a user selects one or more timesheets and chooses Create Invoices, the Invoice Consolidation dialog will display the following message in red at the top of the dialog body, above the consolidation option dropdown:

Note: Timesheets that are in the Self Billing process will not be included.

This warning only appears when the Use Self-Billing setting is active. When the setting is disabled, the dialog continues to behave exactly as before.

On clicking OK, the system filters the selected timesheets and excludes any where the applicant's Payment Type is Limited Company Contractor or Umbrella Company. The remaining eligible timesheets proceed through the invoice creation process as normal.

Where to Find It

Placements ; Timesheet Manager ; Timesheets ; (select timesheets) ; Action ; Create Invoices

A Create Self Billing Invoices button is available in the Self Billing invoice management page. Users can now trigger the generation of self-billing invoices directly from approved timesheets and expenses without leaving the page.

The Create Self Billing Invoices button (with a + icon) is permanently displayed in the header actions area of the Self Billing page. It is always enabled - it does not depend on any invoice selection being in place.

Clicking the button initiates the invoice creation process. During processing, the button shows a spinner and becomes disabled, the page is greyed out, and a loading indicator is shown. Any search criteria or sort order already applied to the invoice list is retained throughout.

On successful completion, a toast notification confirms the number of invoices created, the invoice list refreshes, and the status dashboard summary cards update to reflect the newly created invoices. New invoices appear in the list with a status of New. Search bar filters and any active summary card filters are cleared at this point. If there are no eligible timesheets or expenses available, an informational toast is shown, and no changes are made to the invoice list.

Users can generate self-billing invoices quickly and confidently from a single location, with clear in-page feedback on the outcome of each run - reducing the need for manual tracking or workarounds outside the system.

📌Notes:

Invoice eligibility is evaluated against the following business rules at the point of creation:

Users can preview approved self-billing invoices directly within the Self Billing screen, without needing to email or print them first. A Preview button is available to each invoice row in the invoice list.

A Preview button (file icon) is displayed on each invoice row in the self-billing invoice list. The button is only active for invoices with an Approved status - for invoices in New, Query, or Rejected status, the button is visible but disabled.

Clicking the Preview button on an approved invoice opens a modal dialog titled Invoice Preview – [Invoice Reference] (for example, Invoice Preview – SL001). The modal is centred on screen, sized to comfortably display a full invoice, and can be closed using the X button in the top-right corner.

The invoice is rendered using the SELF_BILLING_INVOICE HTML template and displays the following content:

If the invoice content exceeds the height of the dialog, the content area is scrollable. If multiple invoices are selected (bulk selection), clicking Preview on any individual invoice opens the preview for that invoice only and does not affect the existing selection.

Users can quickly verify how an approved self-billing invoice will look before emailing or printing it, reducing the risk of sending incorrectly formatted invoices and supporting a more efficient invoice review workflow.

Users can delete self-billing invoices directly from the Self Billing screen. A Delete action appears whenever one or more invoices are selected, allowing users to remove incorrect or unwanted invoices with a clear guided confirmation step before anything is removed.

When one or more invoices are selected, an Actions area becomes visible at the top of the Self Billing screen containing a red Delete button (marked with a bin icon). Clicking it opens a "Delete Invoices" confirmation dialog displaying a warning that the action cannot be undone, a breakdown of selected invoices by status (e.g. "3 'Pending' invoices selected"), and a note that approved invoices will not be deleted.

Users can cancel at any point - selections remain unchanged and no invoices are affected. Clicking "Delete Invoices" initiates the deletion: the dialog closes, the screen displays a loading indicator and is temporarily disabled during processing, and once complete the invoice list refreshes automatically, status dashboard cards update to reflect the new counts, all selections are cleared, and the Actions area is hidden.

Approved invoices are protected throughout and will not be deleted regardless of selection.

Users can email approved self-bill invoices directly from the Self Billing screen with a single click. An Email button is available in the Self Billing Invoice form, allowing all approved invoices that have not yet been sent to be dispatched in one action via a background email process - without the need to manually compose emails or manage attachments.

When you click the Email button, the system automatically identifies all self-bill invoices at Approved status where no sent date has been recorded, and queues them for sending to the invoice contact against the payment company of the placement. The form is temporarily greyed out and disabled while the process runs.

Once complete, a confirmation pop-up is displayed:

Clicking OK dismisses the pop-up. All sent emails are added to the system mail queue.

Where to Find It

The Email button appears on the second row below the search bar, to the left of the

Create Self Billing Invoices button.

Users can generate sales invoices directly from the Self Billing Invoice form, with a single click converting all eligible approved self-billing invoices into sales invoices for downstream processing and billing.

A Create Sales Invoices button is displayed in the header of the Self Billing Invoice form. The button is always available - no prior selection of invoices is required.

When clicked, the system automatically identifies all self-billing invoices in Approved status that do not already have an associated sales invoice and where all linked timesheets and expenses have cleared and completed their ‘period’, so creating the corresponding sales invoices in one operation.

The form is temporarily disabled during processing to prevent conflicting actions.

On completion, the outcome is communicated via a dialog:

Once sales invoices have been created, each linked approved self-billing invoice displays a sales invoice reference link (e.g. SI-2001) directly in the invoice list alongside the preview button. The link is styled in blue with an external link icon and an underline on hover, with a tooltip showing 'Open Sales Invoice <ref>'. Clicking the link opens the associated sales invoice form as a pop-up via Finance & Payroll ; Invoices ; Details, where the user can view or edit the record subject to their permissions.

The Create Sales Invoices button appears on the second row below the search bar, to the right of the Create Self Billing Invoices button.