Help

The Community will be temporarily unavailable starting on Friday February 28. We’ll be back as soon as we can! To learn more, check out our Announcements blog post.

Old entries in invoice table become inaccurate if I update my rates

1179 1
cancel
Showing results for 
Search instead for 
Did you mean: 
Helen_Vaskevitc
5 - Automation Enthusiast
5 - Automation Enthusiast

I have a base which I use for generating invoices for clients. I have a table for Line Items, a table for Invoices, and a table for Services. The services tab has rates for all services provided. The Line Items tab has all the line items for each invoice, with the rates populated via a lookup from the services tab. The invoices tab totals all the relevant line items into a single invoice and uses a Pages block to turn that into a nice looking invoice.

My issue is this: if I update my rates, it makes all the previous invoices, (that have already been sent out and paid), inaccurate. Can anyone think of any way I could set this up so that once I send an invoice, the rates and totals for that invoice are frozen, so that they continue to be accurate to what I billed at the time even if I change my rates?

The way I solve this now is to export a PDF of each invoice at the time of sending, so that I have a saved version somewhere of what I billed the client. This works, but it means that old entries in the base are essentially meaningless. Can anyone think of a solution?

1 Reply 1

Hi @Helen_Vaskevitch - One way to solve this is to have a series of “price books”, i.e. prices of services for specific dates, then apply the services for the current price book to the invoice. When you update your rates, create a new price book (for the same services) with new prices. Example:

Price Book Table:

Screenshot 2020-01-30 at 08.14.13

Price Book Items Table:

Screenshot 2020-01-30 at 08.14.23

Invoice Items Table:

Screenshot 2020-01-30 at 08.18.11

To make things easier you could make the Items Lookup on the Invoice Items table reference a view which just shows the current items/prices rather than old prices.

JB