Invoicr Instructions & FAQ

Link to Invoicr: https://invoicr.j-novel.club/

Basics

Invoicr is a tool to help you create invoices for your work at J-Novel Club. It also helps us keep track of what you are invoicing for, so everything is in a unified system.

In order to be paid for your work at J-Novel Club, you'll need to create an invoice using invoicr and click the "Send to JNC" button, which will automatically send the invoice you made to us!

Paypal: If you wish to be paid using Paypal, please create an invoice using invoicr, then "Send to JNC." You will still need to send us an invoice using Paypal's system as well the same as before, but you no longer need to put the individual items in that invoice, just the total.

How to Use

Step 1: Fill in the information in the upper right, including a unique invoice number of your choice, the date of the invoice, your name (or business name, if you are operating as a business), email, and address. Make sure the invoice number is unique, because you can only "send to JNC" each invoice once.

Step 2: Fill in the information about each line item on the invoice. Start by copying the full Project ID (including the last two letters) you received on your work order or work request email, and the "Title" should fill in automatically. If the title is incorrect or doesn't show up, double check the Project ID or let us know so we can fix it in our database.

For "Description", you can add any extra information about the work you want (for example "Cover design", etc.). Leaving this blank is fine too.
For "Category," please choose the correct category for the work. See the FAQ below for some answers to common questions about this, but contact us if there are any other questions you have.
For "Quantity or Pages," fill in the number of pages or items if the rate is per page or per item, otherwise you can just put in "1"For "Unit Price," put in the price per page or item, or just total price if it's just a flat rate for something and you put a "1" in the quantity section. Please note, for putting in penalties or corrections, this value CAN be negative.
For "Full Payment/First Half Payment/Second Half Payment," choose the appropriate one. For "Translation"/"Editing"/"Lettering" projects where the work order allows you to invoice for 50% up front, "First/Second Half payment" will be applicable. Otherwise just leave it at "Full Payment."

The "Total" for this line item will be calculated automatically.

Step 3: If you have additional line items to add, hit the "+" button and repeat step 2.

Step 4: Fill out the "Payment Instructions" section with the necessary info (you can put payment deadlines here as well). This section is saved locally on your browser so you don't have to fill it in each time.

Step 5: Hit the "Preview" button to open up a final preview of the invoice, please check to make sure it looks correct. You can print this page to PDF if you want for your records, OR

Step 6: (Optional) Hit "Download" to download an excel file with the invoice in it. It's still a bit barebones; we're working on that.

Step 7: (Important!) Hit "Send to JNC" and make sure that there's no error. We will get all the information you entered and pay the invoice.

Frequently Asked Questions

I realized I made a mistake and need to correct something, but I've already hit "Send to JNC", what do I do?

Please email invoices@j-novel.club and let us know what went wrong. We can fix it on our end, and you can send us a corrected excel manually.

I hit Send to JNC and then closed the tab, but forgot to print out the Preview or hit Download to save the Excel. Can I get a copy of the invoice?

Email invoices@j-novel.club and we can forward you a copy of the invoice.

What's the difference between "Graphic Design" and "Lettering"?

Basically, "Lettering" should be used only for fees that come from work orders contracts which are specifically for manga lettering. Everything else should be categorized as "Graphic Design." So typesetting front matter for light novels, for example, you should categorize as "Graphic Design" even though it might be technically just lettering.

If I'm working on a manga, do I need to separate the cover from the rest of the book? And should the cover be "Graphic Design"?

Please enter the cover in its own line item. The cover should be categorized as "Graphic Design."

How do I list work that isn't tied to a specific Project ID, or where the Project ID is ambiguous?

One example of this is when we agree to pay you money for reading previous volumes in a series in order to take over a project from another freelancer. In this case, you should use the same Project ID as the work this is "for," i.e. if you read Volumes 1-4 in order to start translating Volume 5, put them under the Project ID for Volume 5, and the category of the work they were in preparation for, e.g. "Translation" if you are translating Volume 5 or "Editing" if you are editing, etc.
For other truly miscellaneous compensation, please inquire before you make the invoice.

Do I have to put something in "Description"?

No, it's not required. Some jobs like translation can just be put in the right category and are pretty self explanatory with the title and category. But in other cases like "Graphic Design," you might want to specify "Cover design" or "Front matter."

I don't like the Excel export format—it's too bare bones.

You can also save invoices for yourself by clicking the preview button and then printing to PDF, for example. Also, we can try to style the Excel export a bit (once we figure out how to do that).

How do I handle negative amounts, like for penalties or refunds?

You can put a negative "Unit Price," which will end up with a negative amount in the line item. That's the preferred way of handling these things!

Would print blurbs be covered in "Print Miscellaneous"?

Correct.

Should print QAs be under "Quality Assurance" or "Print Miscellaneous"?

Please put these under "Quality Assurance."

What about work which isn't tied to individual books or projects at all, like Marketing, or Project Management, or Accounting?

If you also do work for us unrelated to book production such as any of the above categories, please create separate invoices for these charges yourself and send them to invoices@j-novel.club directly.

What should I put as my Invoice ID?

This is entirely up to the individual, but a good practice is to create a unique identifier using numbers and letters that automatically sorts and doesn’t include any special characters or spaces. This way, we can easily enter it in the “memo” section of your bank transfer. For instance, you could use “JN20220225” for an invoice you created for JNC on February 25, 2022. Alternatively, a simple and straightforward invoice number like “001” would also be sufficient.

Please note that although each person's invoice ID needs to be unique, this is per individual, so two different people can have invoices with the same invoice ID, but any given person cannot have two invoices with the same ID.

I would like to invoice for bonus payments. How do I do that?

The bonus report has Project IDs for each bonus item, so you will need to put each Project ID in one by one.

I am invoicing for a manga volume that has both manga and prose pages at different rates, what do I do?

You can create 2 separate line items with the same Project ID for the prose pages and the manga pages.