Invoices

Crew invoice the production for their approved hours, and the producer approves and pays. All of it happens in the project's Hours & pay tab.

Generating an invoice (crew)

Open Hours & pay. Your approved days are listed under Ready to invoice, already ticked. Untick any day you want to keep for a later invoice, then tap Generate invoice. That invoice holds the pay, per diem and expenses of those days.

How often you invoice (every week, or once after the shoot) is something you agree with the producer in the Notes of the offer. Those notes carry over into the deal memo.

If your deal memo has zzp terms, you have to countersign it first. Until then, generating stops with "Your invoice waits for your signature…". Sign the memo from your Inbox and try again.

Editing a draft before you submit (crew)

A new invoice starts as a draft. Open it and tap Edit expenses to add one you forgot, fix an amount, VAT rate or mileage, split a receipt across two VAT rates, or delete an expense. Any day on the invoice can take an expense, even a day that had none. Tap Save changes and the totals update.

When it's right, tap Submit invoice. Submitting pulls in your latest business details from your profile and makes that day the invoice date. The invoice then shows Awaiting approval. A PDF downloaded while it waits carries a DRAFT watermark, so nobody can pass it off as the final invoice.

Your business details

Your trade name, KVK number and business address come from your profile, so get them right once. Your trade name and KVK number are printed on every invoice and every deal memo. The business address goes on invoices. Deal memos show your Location as the address. In the Business details section of your profile, look your business up by KVK number or name and CrewShift fills in your trade name, KVK number and as much of the address as the register gives. Add the house number and postcode yourself if they're missing. Typing them in yourself works too. Just below, in Financial, the Check button next to a Dutch BTW-id checks it against the EU VIES service. Change a field that was filled in for you and its verification mark disappears.

An invoice can't go out without your business address (street, postcode and city), KVK number, VAT number (not needed on the KOR) and IBAN. You can generate a draft without them. Submit invoice stays blocked until they're filled in, and the invoice lists what's missing with a link to your profile. If your business is outside the Netherlands, a foreign VAT number takes the place of the KVK number, and Business details counts as complete with just the business address. On a personal project the invoice is ready to send as soon as you generate it, so the check runs then and also asks for your client's name.

The production company and billing address the invoice is made out to come from the project. Producers fill in both there.

Bank details

Change your IBAN under Financial in your profile. Drafts pick up the new number when you submit them. An invoice that's already awaiting approval keeps the old IBAN. Ask the producer to send it back with Request changes, then submit it again. Approved invoices don't change.

Your invoice number

Every invoice gets a CrewShift number automatically. If you keep your own numbering, in software CrewShift doesn't support or in a spreadsheet, you can give an invoice your own number. Open the invoice and tap the pencil next to the number. You can do this while the invoice is a draft. On a personal project that means until you mark it paid, so set the number before you download and send it.

CrewShift remembers your last number and suggests the next one. If you've billed other clients in between, type the right number over it. Each number can be used once. The CrewShift number stays on the invoice as an internal reference.

Attach your own invoice

If you write your invoices outside CrewShift, in software we don't support or by hand, you can attach a PDF of your own version to the CrewShift invoice. This is available once you've submitted the invoice, but not on personal projects. Open the invoice and tap Attach PDF under Your own invoice. The file can be up to 10 MB. Issue a corrected version later and you can replace it.

The producer finds the file under Crew's own invoice on the invoice, ready to download, and can match it up without searching through email. It doesn't replace the CrewShift invoice.

Connecting your bookkeeping (crew)

You can connect one bookkeeping package, Moneybird or e-Boekhouden, under Accounting in your profile. An invoice without a connection shows Connect in your profile, which takes you there. Productions don't connect bookkeeping. They work with the downloads and the project reports.

• Moneybird: tap Connect Moneybird and sign in with your Moneybird account. Sync from Moneybird then pulls your company details, KVK, BTW-id, IBAN and address into your profile.
• e-Boekhouden: this works with an API token. Log in at e-Boekhouden, open Beheer, then Koppelingen. Expand API and click Verder next to e-Boekhouden API. Click Toevoegen, enter a name (for example "CrewShift"), copy the token and click Opslaan. Paste the token into CrewShift and tap Connect e-Boekhouden.

Once you're connected, an approved invoice (on a personal project, any invoice) gets a Book in Moneybird or Create in e-Boekhouden button. It books the invoice in your bookkeeping as a final, numbered invoice. There's no undo, because a numbered invoice can only be corrected with a credit invoice. The production gets no email from this, so you still send the invoice yourself. From then on the payment status syncs back, and the invoice is marked paid as soon as your bookkeeping registers the payment.

KOR and reverse-charge invoices can't be booked through the connection. Download the PDF and book those yourself (see VAT and allowances). You can attach your own invoice to them, and you confirm the payment yourself with I received it (Confirming you were paid).

If Moneybird or e-Boekhouden revokes CrewShift's access, a Reconnect banner appears on your profile and on the invoice. Invoices and payment status stop syncing until you reconnect.

Approving and paying (producer)

Submitted invoices appear in your Inbox and in the project's Hours & pay tab. Open one and tap Approve, or Request changes if something's off (see Corrections and resubmitting). There's no reject, the same as with timesheets. Tap the paperclip next to an expense to see its receipt before you decide.

If the invoice's route through your approval chain has approvers with the Finance right, the invoice passes them first and shows "Waiting for the finance approver". Which approvers those are depends on the crew member's department, not on the route their hours take. A Finance approver's Approve forwards it one level up. They can't request changes. The final approval is yours.

A reverse-charged invoice needs the production's VAT number. Add it to the project with Edit project, or the crew member can't submit.

In Hours & pay the invoices sit under Awaiting payment (approved, still to pay) and In approval, with paid ones behind Show history at the bottom. The invoice shows the crew member's Bank account with a copy button for your banking app. After you've paid, tap Mark as paid on the row. The invoice then shows Paid, awaiting confirmation until the crew member confirms the money arrived.

On a bigger production you can hand the paying to a bookkeeper. See Settling invoices with the Accounting right.

Settling invoices with the Accounting right

This is for the bookkeeper or production accountant the producer gave the Accounting right (setting one up).

Open the project's Hours & pay tab and switch to Invoices. You see the invoices of the departments you're assigned to, or everyone's if you have no departments. Awaiting payment lists the approved invoices still to pay. The app masks the crew member's bank account for you, and the full IBAN is on the invoice PDF. Pay, then tap Mark as paid on the row. The download icon on each row gets you the PDF or the accountant's Excel file.

You can't approve invoices, and nothing waits on you. An invoice you marked as paid shows Paid, awaiting confirmation until the crew member confirms they received the money.

When you're paid

Invoices have a 30-day payment term, counted from the day you submit. On a personal project it counts from the day you generate the invoice. The due date is under the amount on the invoice. If an approved invoice passes it unpaid, the producer's dashboard flags it under Invoices overdue.

Confirming you were paid (crew)

When the producer marks your invoice as paid, it shows Paid, confirm receipt. Once the money is in your account, open the invoice, tap I received it and confirm. It then shows Invoice paid.

If the money arrives while the invoice still shows as approved, you don't have to wait for the producer. Open the invoice and tap Already paid outside the app?. A warning appears, because the producer hasn't confirmed anything yet, so only go on if you're sure the money is there. Tap I received it and confirm.

With Moneybird or e-Boekhouden connected, an invoice you booked through the connection turns paid by itself when your bookkeeping registers the payment, so you can skip all this. A KOR or reverse-charge invoice you booked yourself works like any other: you confirm it with I received it.

Corrections and resubmitting

When an amount, VAT rate or mileage on a submitted invoice is wrong, the producer corrects it directly. Tap Request changes, tap the expense and fix it with the same tools the crew uses (amount, VAT rate, mileage, or one receipt split across two VAT rates). Hours can't be changed here. They go through timesheet changes. Write a message to the crew member, at least 10 characters, and tap Send back to crew.

The crew member gets an Inbox item and an email. The invoice is back to a draft with the badge Invoice changes requested, and a Producer requested changes banner says how many expenses were corrected and shows the producer's message. The totals already include the corrections. The crew member checks them and taps Submit invoice, which accepts them. They can edit their own expenses first if something else needs changing.

Late receipts and supplementary invoices

An approved invoice is final, so its amounts never change. A receipt that turns up after that goes on a supplementary invoice. Open the day the receipt belongs to, tap Add late receipt and fill in the expense like any other, receipt included. The day lists it under Late receipts, with a link to the supplementary invoice that bills it.

The first late receipt for an invoice starts a supplementary draft. Further late receipts for days on that same invoice go into the same draft, whichever day they belong to. The supplementary invoice bills only those receipts, with the same VAT treatment as your other invoices. It reads "Supplementary invoice to invoice …" and links to the original, and the original lists its supplementary invoices. In lists it carries a Supplementary label.

Send it with Submit invoice. It goes through approval like any invoice, and the producer approves it on its own. While it waits you can't add more late receipts to that invoice. After approval, the next late receipt starts a new supplementary invoice.

A wrong receipt can't be edited on the draft. Tap Discard draft and add the receipts again from the day. Discarding removes every late receipt on it, the correct ones too. Once a supplementary invoice is in your bookkeeping it can't be discarded, so correct it there, for example with a credit invoice.

The producer can't correct amounts on a supplementary invoice. If a receipt on it is wrong, they send it back with Request changes and a message, and the crew member discards the draft and adds the receipts again.

On a personal project an invoice is final once you mark it paid, and from then on you can add late receipts. Their supplementary invoice skips approval: download it, send it and mark it paid. Once you've sent it or booked it, mark it paid before you add the next late receipt. That one starts a new supplementary invoice.

An invoice that isn't final yet doesn't need any of this. On a draft, add the expense with Edit expenses. If it's awaiting approval, ask the producer to send it back. On a personal project, discard the unpaid invoice (if it isn't in your bookkeeping yet), add the expense on the day and generate the invoice again.

Late-cancellation fees

When the producer cancels a day you were called for, Today shows "This day was cancelled". If they release you from the day instead, it says "You've been released from this day." Whether you're owed a late-cancellation fee depends on the notice terms in your signed deal memo. Hourly work, a project buyout or monthly fee, and travel days carry no fee.

When a fee is due, CrewShift prepares the invoice for it in your name: one line with the fee, your business details and the right VAT. It shows up in your Inbox as Fee ready to send, and you get an email. Open it, check the details and tap Send invoice. The producer agreed to the fee when they cancelled the day, so it skips approval. It's approved the moment you send it, and that day becomes the invoice date. The same business details check applies as on any other invoice.

A fee invoice can't be edited or discarded. If the producer reinstates the day or adds you back, the fee and its invoice are cancelled, even if you've already sent it. It stands if it's already marked paid, booked in your bookkeeping, or has your own invoice attached.

If the work rules allow it, the producer can propose to waive the fee. The proposal shows up in your Inbox under Fee waivers, with the producer's reason. Nothing changes unless you tap Accept — waive fee. Decline and you keep the fee.

For producers, a fee counts toward the cost report's To date like any other crew cost.

VAT and allowances

Invoices carry 21% VAT. Two situations change that, and CrewShift applies both automatically:

• Small business scheme (KOR). If you use the KOR, choose it under Business details in your profile. Your invoices then show no VAT and state "Vrijgesteld van btw op grond van de kleineondernemersregeling (art. 25a Wet OB)". Switch back as soon as your turnover passes €20,000 in a calendar year.
• Reverse charge. When your VAT number or your client's is from outside the Netherlands, the VAT is reverse-charged. The invoice shows no VAT amount, says "Btw verlegd / VAT reverse charge" and carries both VAT numbers. Your client's VAT number is then required.

Receipts are billed without the VAT you paid on them, because you reclaim that VAT yourself. They're then added to the subtotal and follow the invoice's VAT treatment. On the KOR you can't reclaim VAT, so receipts are billed at the full amount you paid. Per diem and mileage carry no VAT of their own and go into the subtotal as they are.

Receipts

Some expenses need a receipt. Attach a photo or PDF when you log the expense. Receipts are stored privately and travel with the day, so approvers and the invoice always have the proof behind each amount.

Downloading an invoice

Each invoice row has a download icon, and an open invoice has an Export button. They offer:

• Download PDF: the invoice.
• Download PDF + receipts: the invoice with its receipts added at the back. You'll find it on the open invoice when it has receipts.
• Download Excel (accountant): a workbook that recalculates every day with formulas, from the clock times, breaks, expenses and work rules, and checks each day against CrewShift's own figure. Supplementary invoices don't have one.

After approval the PDF is sealed. It's frozen as it was at that moment, with a certificate page at the end, and it's always in Dutch whatever language you use the app in. Before approval the PDF follows your app language. A draft on a producer's project can't be downloaded yet.

Cancelling

A draft made by mistake can be discarded with Discard draft, which frees its days to be invoiced again. On a supplementary draft, discarding removes its late receipts instead. An approved invoice has been issued and can't be cancelled, so changes belong before approval, through Request changes. If an approved invoice turns out to be wrong, agree the correction with the crew member. They settle it in their own bookkeeping, usually with a credit invoice. CrewShift doesn't record credit invoices and the original stays in the project reports, so book the credit invoice in your own administration. A receipt that was missing goes on a supplementary invoice.

Exports and reports

The project's finance reports (cost report, daily cost report, budget history, final settlement and pay register) are covered in Project finances. For a single invoice, see Downloading an invoice.