What you see
Three boxes at the top: Outstanding (unpaid on issued invoices), Overdue and Jobs ready to invoice. Click one to open that tab.
Tabs: Ready to invoice (with the number of jobs, shown first when there are any), Drafts, Unpaid, Overdue, Paid, Credit notes and All.
Ready to invoice: finished jobs not invoiced yet, grouped by who pays, with Create invoice for each group.
The other tabs list invoices: Number, Bill to, Date, Due, Total, Outstanding, Status, plus a Xero (or QuickBooks) column when one is connected. Search with Search number or customer.
At the top right: Connect Xero (or which system is connected), Export (CSV) and + New blank invoice. The last two open side panels.
Send to Xero
With Xero or QuickBooks connected, each issued invoice not there yet has Send to Xero (or Try again after a failure). Drafts show Issue first.
Tick several invoices (or the box in the heading to tick all that can be sent) and press Send selected to Xero to send them at once.
If automatic sending is on, issued invoices go there by themselves and the column shows their state.
Statuses
Draft: being prepared, no number yet.
Unpaid, Part paid, Overdue (past the due date with money still owed), Paid.
Credited: fully cancelled by a credit note.
Credit notes show Issued with a Credit note label.
The flow
Job finished › Ready to invoice › Create invoice (draft) › check lines › Issue › Email PDF › Record payment (or it is recorded for you by Stripe or GoCardless).
Tips
- Close (review) jobs before invoicing them. Jobs still open are marked "not closed yet" in Ready to invoice.
- Check the Overdue tab every week and chase with the PDF.
Ideas to try
- Connect Stripe so every issued invoice gets a card payment link, or GoCardless for customers who pay by Direct Debit.
- Connect Xero or QuickBooks so issued invoices go to your accounts without the CSV.
Questions
Who can see invoices?
Owners and admins. Dispatchers and engineers do not see Finance.
Can I edit an issued invoice?
No. Issued invoices are locked for your records. Create a credit note and invoice again.
Can I use my own invoice numbers?
Yes. Set the prefix, next number, padding and yearly reset in Administration › Settings › Invoices.
Where are contract click charges?
In Finance › Contract billing. A finalised run makes draft invoices with Create invoices; they then wait on the Drafts tab.
Can one invoice cover several jobs?
Yes, up to 200 jobs for the same payer.
Works together with
- Create an invoice from finished jobsTick finished jobs for the same payer and create one draft invoice with their call-out, labour, travel, mileage and parts.
- Create a blank invoiceStart an empty draft for any company and type the lines yourself, for example for contract fees, clicks, a machine sale or a one-off charge.
- The invoice pageOne invoice or credit note: its lines and totals, details, PDF and email, payments, online payment status and corrections.
- Issue an invoiceIssuing gives the invoice its number, fixes your and the customer's details, locks the lines and creates the PDF.
- Record a paymentRecord money received against an issued invoice: amount, date, method and reference. Part payments are fine.
- Credit an invoice (credit note)Correct an issued invoice by crediting it in full. Its jobs and parts become billable again so you can invoice them correctly.
- Export invoices to Xero (CSV)Download issued invoices and credit notes for a date range as a Xero sales invoice import file. They arrive in Xero as drafts.
- Connect XeroSend every invoice and credit note to your own Xero organisation as it is issued, and mark invoices paid here when the payment is recorded in Xero.
- Invoice settings: numbering, terms, VAT, bank details and footerHow your invoices and quotes are numbered, when invoices are due, the default VAT rate, the bank details printed for transfers and the footer text.
- The bell: what needs attentionThe bell at the top of every office page counts what is waiting for the office right now: jobs to approve, jobs with no engineer, missed SLAs, toner to send, readings to check, offline agents, customer requests and, for owners and admins, jobs to invoice, overdue invoices and contracts in their notice period.