Invoices

Once hours are approved, crew invoice the production for them, and the producer approves and pays. It all happens in the project's Hours & pay tab.

Generating an invoice (crew)

Open Hours & pay. Your approved days appear under Approved days, pre-selected for you. Check the days you want to bill, then Generate invoice. The invoice bundles those days' pay, per-diems and expenses into one document you can track.

Editing a draft before you submit (crew)

A generated invoice starts as a draft, and you can still change its expenses before submitting. Open the invoice and tap Edit expenses to add one you forgot, fix an amount, VAT rate or mileage, split a receipt across two VAT rates, or remove an expense. You can add an expense to any day on the invoice — even a day that had none. The bill updates right away; once it's right, tap Submit to send it for approval.

Your business details

The trade name, KvK number and business address in your profile appear on every invoice you send and on your deal memos, so it's worth getting them right once. Look your business up by KvK number or name in the Business details section of your profile and CrewShift fills them in from the Chamber of Commerce register, or type them in yourself — either way works. A Dutch BTW-id can be checked against the EU VIES service with the Check button next to it, in the Financial section just below. Editing a filled-in field afterwards removes the verification mark, so what's stored always matches what you see.

Your invoice number

Every invoice gets a CrewShift reference number automatically. If you use accounting software we don't support — or simply keep your own invoice sequence — you can set your own number instead while the invoice is still a draft. Open the invoice and tap the pencil next to the number.

CrewShift remembers your last number and suggests the next one, so your series stays in order. It's only a suggestion: if you've billed other clients in between, just type the right number. The CrewShift reference is kept alongside as an internal label.

Attach your own invoice

If you keep your own invoices — in accounting software we don't support, or none at all — you can attach a PDF of it next to your CrewShift invoice. Open the invoice and, under Your own invoice, tap Attach PDF. The producer then sees your copy right beside the CrewShift one and can reconcile it without hunting through email. Your CrewShift invoice stays the record; the attached copy sits alongside it for reference, and you can replace it if you re-issue a corrected version.

Producers find an attached copy under Crew's own invoice on the invoice, ready to download. When none is attached, that's fine — the CrewShift invoice is still the document of record.

Approving, settling and paying

Incoming invoices appear in your Inbox and in the project's Hours & pay tab. Review one and approve it, or request changes if something's off — there's no reject, the same as with timesheets (Timesheet changes). See Corrections and resubmitting for how that works.

Approved invoices move into your to-pay list. Once you've paid one on your side, tap Mark as processed — it clears from your to-pay list into your paid history. "Processed" means you've paid it; the crew member confirms separately when the money lands, so neither side takes the other's word for it.

On a larger production you can hand this off: give a crew member — say your bookkeeper — the Accounting right and they'll settle invoices for the whole team from the project's Hours & pay tab, without being able to approve them. See the approval chain for how to seat one.

Confirming you were paid (crew)

When the producer marks your invoice processed, it shows as Awaiting your confirmation. Once the money is in your account, open the invoice and tap I received it to mark it Paid.

If the money lands before the producer has marked the invoice processed — it's still approved, or has gone overdue — you don't have to wait: open the invoice and tap Already paid outside the app? to confirm anyway. Only do this if you're sure the money has actually arrived, since the producer hasn't corroborated it yet.

If you've connected Moneybird or e-Boekhouden, you can skip this — the invoice flips to paid automatically as soon as your accounting registers the payment.

Corrections and resubmitting

If an amount, VAT rate or mileage on a submitted invoice looks wrong, the producer can correct the expenses directly and send it back, rather than leave a vague note. Each expense is fixed with the same tools the crew used — amount, VAT rate, mileage, or splitting one receipt across two VAT rates — along with a short message.

The invoice then returns to the crew member as a draft marked Changes requested, with a banner naming how many expenses were corrected and the producer's message. The bill is already rebuilt to show the corrected figures, so the crew member reviews it and taps Submit to send it back for approval. Resubmitting confirms the corrections — the crew member can still edit their own expenses first if needed.

VAT and allowances

Labour is subject to VAT according to the crew member's tax status; per-diems and mileage are billed net and taxed at the same 21% (the receipt's VAT is reclaimed), folded into the subtotal so the totals are always clear.

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.

Cancelling

An invoice that was raised in error can be cancelled, which frees its days to be invoiced again.