Self-Bill Invoices are used when you generate the invoice on behalf of the worker or umbrella company (self-billing). This article focuses on Type is Self-Bill Invoice in INVOICES within Pay & Bill, showing what you can do at each stage of the workflow.
⚠ Important
Self-Bill Invoices use four statuses only: Draft, Approved not Sent, Approved & Sent, and Cancelled.
There is no plain “Approved” status. As soon as a Self-Bill Invoice is approved, it becomes Approved not Sent.
A Self-Bill Invoice with status Approved & Sent cannot be cancelled.
Options depend on your user permissions and configuration.
Self-Bill Invoices in Pay and Bill
Go to Pay & Bill → INVOICES.
In the Type column, look for rows where Type is Self-Bill Invoice.
Use the Invoice Status and Payment Status tags to see where each self-bill is in the process (for example Draft, Approved not Sent, Approved & Sent, Cancelled).
In the invoice Details panel you will see fields such as Pay Type, Candidate Company Name, Candidate Company Representative, and Placement ID.
You can click the Placement ID link on the invoice to open the placement record if you need to review or update placement-level configuration.
Check and Edit Self-Bill Invoices by Status
Use this section as a quick guide to what each Self-Bill Invoice status means and what you can generally do.
Self-Bill Invoice Status Overview
Status | What this means | What you can generally do |
Draft | New self-bill, not yet approved or sent. | Fully review and edit line items, amounts, dates, and tax (if you have permission). Approve or cancel. |
Approved not Sent | Self-bill is approved but has not been sent to the candidate yet. | View details, send or mark as sent, or cancel if it should not be used. Some edits may be restricted. |
Approved & Sent | Self-bill is approved and has been sent to the candidate. | View details, resend to candidate, update profit split or template. Cannot be cancelled. |
Cancelled | Self-bill has been cancelled and should not be used for pay. | View history. You can move it back to Draft if needed. |
Editing financial values is usually done while the invoice is Draft. Once the invoice is Approved not Sent or Approved & Sent, financial line items may be locked depending on your rules.
View Bulk Actions by Self-Bill Invoice Status
The Actions for X invoices panel (right-hand side) changes depending on the status of the Self-Bill Invoices you select.
Bulk Actions When Self-Bill Invoices Are in Draft
When you select Self-Bill Invoices with Invoice Status is Draft, you see:
INVOICE SELECTION
Deselect All
Range Selection
BULK ACTIONS
Approve Invoices
Approve and Mark as Sent
Approve and Send Self-Bill Invoices
Update invoice dates
Use these options to approve multiple draft self-bills at once or update their dates.
Bulk Actions When Self-Bill Invoices Are in Approved not Sent
When you select self-bills with Invoice Status is Approved not Sent, you see:
INVOICE SELECTION
Deselect All
Range Selection
BULK ACTIONS
Mark as Sent
Mark as "Paid in full"
Send Self-Bill Invoices
Update invoice dates
Use these options to send multiple self-bills, mark them as sent or paid in full, or update dates in bulk.
Bulk Actions When Self-Bill Invoices Are in Approved & Sent
When you select self-bills with Invoice Status is Approved & Sent, you see:
INVOICE SELECTION
Deselect All
Range Selection
BULK ACTIONS
Mark as "Paid in full"
Send Self-Bill Invoices
Update invoice dates
You can resend Approved & Sent self-bills, mark them as paid in full, or update dates, but you cannot cancel them in bulk.
Bulk Actions When Self-Bill Invoices Are in Cancelled
When you select Cancelled self-bills, you see:
INVOICE SELECTION
Deselect All
Range Selection
BULK ACTIONS
Update invoice dates
Cancelled self-bills are generally read-only; only date updates are available in bulk.
Create Self-Bill Invoices
When you make a placement for a Contract / Temp role, and as soon as the timesheet is approved, Vincere Pay & Bill will auto-generate a Self-Bill invoice based on the following criteria:
The Job Type is not Permanent.
The Pay Type of the Placement is either Ltd Co. & Corporation or Umbrella.
Self-Bill is enabled for said Job Type from the Candidate Profile
Or Self-Bill Invoices can be created manually using Quick Add Invoice.
Manually Create a Self-Bill Invoice (Quick Add)
Go to Pay & Bill → INVOICES.
Click Quick Add (plus icon), then click Invoice.
In Invoice Type, select Self-Bill Invoice.
Complete the required fields, such as:
Candidate (who you are self-billing on behalf of)
Related Job (required)
Related Placement (required)
Confirm the other self-bill-specific fields, for example:
Pay Type (such as Umbrella company)
Candidate Company Name
Candidate Company Representative
Company and Billing Contact (if shown)
Currency
Under Description, Quantity, and Rate, enter the amounts for the self-bill.
Configure Profit split if required.
Click Save or Save & View.
The Self-Bill Invoice is created in Draft status and appears in Pay & Bill → INVOICES with Type is Self-Bill Invoice.
Adjust Self-Bill Invoices (When Editing Is Allowed)
You can edit a Self-Bill Invoice while it is in Draft. After it moves to Approved not Sent or Approved & Sent, editing becomes more restricted.
Edit a Draft Self-Bill Invoice
Go to Pay & Bill → INVOICES and filter Type is Self-Bill Invoice.
Locate the invoice and confirm Invoice Status is Draft.
Click the invoice row to open it.
On the Details tab, adjust as needed:
Description, Quantity, Rate, Discount %
Account, Tax %, Pay Code
invoice dates, reference, PO number, and other header fields
Click Save or Save & Preview.
Actions on a Draft Self-Bill Invoice
For a Draft Self-Bill Invoice, the Actions menu includes:
Change Brand | Template
Profit split
Approve
Approve & Send
Approve & Mark as Sent
Cancel Invoice
From here you can approve, send, or cancel the self-bill directly from the single-invoice view.
Move Self-Bill Invoices Through the Workflow
This section explains the single-invoice Actions menu and how Self-Bill Invoices move between statuses.
Actions on Approved not Sent Self-Bill Invoices
When Invoice Status is Approved not Sent, the Actions menu shows:
Change Brand | Template
Profit split
Mark as sent
Send invoice to candidate
Cancel Invoice
You can:
Send the self-bill to the candidate,
Mark as sent without sending an email, or
Cancel the invoice if it should not be used.
Actions on Approved & Sent Self-Bill Invoices
When Invoice Status is Approved & Sent, the Actions menu shows:
Change Brand | Template
Profit split
Send invoice to candidate
From this status:
You can resend the self-bill email, or change brand/template and profit split;
There is no Cancel option – Approved & Sent self-bills cannot be cancelled.
Actions on Cancelled Self-Bill Invoices
When a Self-Bill Invoice has Invoice Status is Cancelled, the Actions menu shows:
Move back to Draft
You can move the self-bill back to Draft if it was cancelled by mistake. Once it is back in Draft, you can edit and re-approve it.
Status Flow for Self-Bill Invoices
Step | From status | To status | How it changes |
1 | Draft | Approved not Sent | Use Approve on the invoice or Approve Invoices in bulk. |
2 | Draft | Approved & Sent | Use Approve & Send / Approve and Send Self-Bill Invoices or Approve & Mark as Sent. |
3 | Draft | Cancelled | Use Cancel Invoice from the invoice. |
4 | Approved not Sent | Approved & Sent | Use Mark as sent or Send invoice to candidate (single) or Send Self-Bill Invoices / Mark as Sent (bulk). |
5 | Approved not Sent | Cancelled | Use Cancel Invoice from the invoice. |
6 | Cancelled | Draft | Use Move back to Draft from the invoice. |
There is no standalone Approved status—approval always results in Approved not Sent (or directly to Approved & Sent if you use the approve-and-send actions).
Record Payments on Self-Bill Invoices
You can update Payment Status on Self-Bill Invoices either by adding a payment or by using Mark as "Paid in full" in bulk.
Add a Payment on a Single Self-Bill Invoice
Use this when you know the payment details (amount, date, and account).
Open a Self-Bill Invoice (usually with Invoice Status is Approved & Sent).
Click Add payment at the top of the invoice.
In the Add payment window, enter:
Payment received (the amount being paid)
Payment date
Paid to account (select from your accounts, such as Cost of goods sold or Sales)
optional Note
Click Save.
Result:
If you record the full amount due, Payment Status updates to Paid in full.
Mark Self-Bill Invoices as Paid in Full (Bulk)
Use this option when you simply need to set multiple self-bills to Paid in full without recording each payment separately.
In Pay & Bill → INVOICES, filter to the self-bills you want to update (for example Type is Self-Bill Invoice, Invoice Status = Approved not Sent).
Select the invoices.
In the Actions for X invoices panel, click Mark as "Paid in full".
Choose the Paid to account (for example Cost of goods sold or Sales).
Review the Notes on the panel to confirm that:
All selected invoices have the same invoice type and status,
They have a non-zero amount due.
Click Confirm.
After this, the selected self-bills show Payment Statuses is Paid in full. For those invoices, the bulk actions panel no longer offers Mark as "Paid in full"; only Send Self-Bill Invoices and Update invoice dates remain.
Create a Credit Invoice from a Self-Bill Invoice
If a self-bill has been sent and you later need to correct or reduce it, you can create a Credit Invoice.
Open a Self-Bill Invoice with Invoice Status is Approved & Sent.
Click Actions, then Create Credit invoice.
A new Credit Invoice opens, linked to the self-bill, with relevant details pre-filled.
Adjust line items and amounts on the Credit Invoice as required, then save and process it using your usual credit-invoice workflow.
Use this instead of cancelling Approved & Sent self-bills (which is not allowed).
Email Templates for Self-Bill Invoices
You can send Self-Bill Invoices individually or in bulk, and choose or update the email template used.
Send a Single Self-Bill Invoice to the Candidate
Open a Self-Bill Invoice with Invoice Status is Approved not Sent or Approved & Sent.
Click Actions → Send invoice to candidate.
In the email window, check:
From, To, CC, BCC
Subject
the body content and any merge fields (such as candidate name, job name, invoice number, and amount)
Ensure Include PDF version of the invoice in this email is ticked if you want to attach the invoice PDF.
Click Send.
Bulk Approve and Send Self-Bill Invoices (and choose template)
In Pay & Bill → INVOICES, select draft self-bills you want to approve and send.
From the Actions for X invoices panel, click Approve and Send Self-Bill Invoices.
In the email window:
Click Choose email template,
Select the template used for self-bills (for example 14.7 Send Self-Bill invoice → Candidate Company Representative),
review the content and merge fields.
Click Send to approve the invoices and send emails to all recipients.
Edit the Default Email Template for Self-Bill Invoices
If you want to change the wording used every time:
Go to Settings → Email template.
Locate the self-bill template (for example 14.7 Send Self-Bill invoice → Candidate Company Representative).
Edit the template content and save.
Future Send invoice to candidate and Approve and Send Self-Bill Invoices actions that use this template will include your updated wording.
Use Stats with Self-Bill Invoices
You can include Self-Bill Invoices in Invoice Statistics.
📌 Notes: Stats are only available for some combinations of Invoice Type and Invoice Status. For self-bills, filter to Type is Self-Bill Invoice and a single status before opening Stats.
Go to Pay & Bill → INVOICES.
Filter Type to Self-Bill Invoice.
Filter Invoice Status to one status (for example Approved not Sent or Approved & Sent).
Apply any other filters you need (Company, Invoice Period, Pay Type, etc.).
Click Stats on the top right.
If the combination is supported, the Invoice Statistics window opens. If you see a message that statistics are only available for some combinations of type and status, adjust your filters and try again.
Consolidation and Self-Bill Invoices
The consolidation tools (Create New Consolidated Invoice, Add to Existing Consolidated Invoice, Run consolidation) are designed for Sales and Purchase Invoices.
Self-Bill Invoices do not have consolidation options in the Actions panel. If you need consolidated reporting for self-bill activity, use your reporting tools on the underlying placements or export data for analysis, rather than consolidating the self-bill invoices themselves.