Invoices
Raise invoices and credit notes from jobs, track what customers owe, and change, void or print an invoice.
Invoices are what you bill your customers, usually raised from a completed job. Open them from Accounting → Invoices.
Find an invoice
The invoice list shows each invoice's number, contact, job, issue and due dates, total, the amount still Owing, its status and whether it has been synced to Xero.
- Use the search box to find an invoice by number, contact or job.
- Use All statuses to filter by status, or All systems to see which invoices are synced.
The cards at the top show the amount Awaiting payment (with how many invoices are overdue), what was Paid this month, and how many invoices are Not synced.
Raise an invoice from a job
Start from the job
Open the job, select Actions, then Create Invoice. The new invoice opens with the job's contact, reference and line items filled in. The invoice number is suggested as
sys-followed by the job number. Under the page title you see which job it is for.Check the details
Under Invoice details, check the Invoice number, Reference, Invoice date and Due date. The contact is the job's contact and can't be changed here; to bill someone else, change the contact on the job first.
Check the line items
The job's lines are copied in the same order, with their quantities, prices and discounts. Change, add or remove lines as needed. See Line items.
Check the job panel
The panel on the right shows what the job is worth and what has already been invoiced against it. See The job panel.
Save
Select Save in the bar at the bottom of the page. The invoice is created as a draft and opens.
Line items follow the job, not the original quote. If you change the lines and want to start again, select Use job lines to replace them with the job's lines.
Create an invoice without a job
On the invoice list, select New invoice. Search for the contact under Contact: type at least two letters and choose them from the list. To choose someone else, select the × in the box, or click into it and start typing. Then enter an Invoice number, set the dates, add the line items and select Save.
The job panel
When an invoice is for a job, the panel on the right shows:
| Row | What it shows |
|---|---|
| Job number and status | Select the number to open the job. |
| Category, Reference, Site | From the job, when it has them. |
| Job value | The job's total including GST. |
| Already invoiced | The total of the job's other invoices, less any credit notes. Void invoices aren't counted. |
| Left to invoice | Job value less what has already been invoiced. |
The job's other invoices are listed under Invoices on this job, with their status and total. If this invoice would take the total invoiced past the job's value, the panel warns you before you save.
Line items
Each line has a Description, Qty, Unit price and Discount (a percentage). Amount is the quantity times the unit price, less the discount.
- Descriptions can run over several lines. Press Enter for a new line.
- Select Add line item or Add another line to add a line.
- Use the arrows at the end of a line to move it up or down.
- Select the bin icon to remove a line.
Set the due date
The due date starts on the 20th of next month. Use the shortcuts under the dates to set it from the invoice date: 7 days, 14 days, 20th next month or 30 days. You can also pick any date in Due date.
How totals are worked out
Prices are entered excluding GST. The Totals panel shows the Subtotal before discounts, the Discount (when there is one), GST at your company's GST rate, for example GST 15%, and the Total including GST. It updates as you type.
Change an invoice's status
Open the invoice and choose a status from the status list beside Edit.
| Status | Meaning |
|---|---|
| New / Draft | Not yet issued. Every invoice starts as a draft. |
| Authorized | An optional step between draft and sent. |
| Sent | You have sent it to the customer. |
| Paid | Paid. The status list is no longer shown. |
| Overdue | Shown when the due date has passed and the invoice isn't paid. It isn't a status you choose. |
| Void | Cancelled. A void invoice can't change status again. |
Statuses only change when you change them. Marking an invoice Paid is how you record that it has been paid.
Edit an invoice
Open the invoice and select Edit. You can change the number, reference, dates and line items, and the contact if the invoice isn't tied to a job's contact. Select Save, or Cancel to go back without changing anything. Edit is not available on a void invoice.
Void an invoice
Open the invoice and select Void, then confirm. Voiding cannot be undone, and a paid invoice can't be voided. Invoices are not deleted; voiding is how you cancel one.
Raise a credit note
Open an invoice that was raised from a job and select New Credit Note. The form is filled in from the job, with the number suggested as sys-cn- followed by the job number. Adjust the lines so they cover what you are crediting, and select Create Credit Note.
Print an invoice
Open the invoice and select Print to print it from your browser.
Who can use invoices
| Action | Needs permission |
|---|---|
| See invoices | Invoices: View |
| Create invoices and credit notes | Invoices: Create |
| Edit and change status | Invoices: Edit |
| Void | Invoices: Delete |
The Owner and Office roles include all of these. Buttons you don't have permission for are hidden.