Invoicing
Invoicing is where completed work turns into invoices. It takes all the jobs your drivers and subcontractors have finished, prices each one, groups them into the invoices your customers should receive, and lets you check everything before it goes to Xero.
This is the last stop in the Customer → Site → Service → Job → Invoice chain. By the time work reaches Invoicing, the collections have happened and been reviewed; Invoicing is simply the step where you confirm what gets charged and send it out.
Invoicing sends draft invoices into your accounting system, so it only appears for organisations with a connected Xero. It’s also being rolled out gradually, so you may not see it in your menu yet.
What the screen shows
At the top is a toolbar for choosing which work you’re billing, then a row of totals, then the draft invoices themselves.
Pick a date range with From and To (it opens on the last 31 days), then narrow things down if you need to:
| Control | What it does |
|---|---|
| Monthly Invoicing | Switches between a weekly and a monthly billing cycle for how jobs are grouped onto invoices. |
| IHT / 3PT | Show only your own in-house work, only subcontracted work, or all of it. |
| Billing Group | Limit the queue to a single billing group. |
| Refresh | Applies your toolbar choices and reloads the queue. |
The four tiles beneath the toolbar give you the shape of the run at a glance: how many draft invoices and charge lines are ready, the total ex GST, and how much has been held back and won’t be sent.
Reviewing and adjusting invoices
Each draft invoice is listed under the customer (its Xero contact) with its total. Open one to see the individual charge lines — the job date, the material stream and bin, the description, quantity, unit price and amount.
Hold anything that shouldn’t bill
Every line and every invoice has a tick box. Untick a line to hold it back, or untick the invoice to hold all of its lines. Held work stays out of the send and out of the CSV. Holds are saved — an unticked line stays held on your next visit, and next month, until you release it.
Correct a line if you need to
Use the pencil to edit a line’s description, quantity or unit price. An edited line is marked edited, and you can revert it back to the computed values at any time.
Add work that’s missing
Add job line creates a real job on a chosen service visit, priced from that site’s rate card — so it also shows up in Bookings, not just here. You can also add a one-off manual line, and remove any line you’ve added.
Lines with no price can’t be invoiced. If any are found, Invoicing flags them and links you to the Action Centre to sort out the missing pricing — they won’t quietly disappear, but they also won’t bill until they’re priced.
Things Invoicing checks for you
- No double-billing. Work that’s already on a sent invoice is locked out of the queue, and any invoice number that already exists in Xero is hidden so you can’t send it twice.
- Subcontractor coverage. For 3PT (subcontracted) work, Invoicing shows whether each supplier’s bills have been imported for the period, so you don’t invoice a month before the supplier’s costs are in.
- Billing rules. Some job types are set never to bill — these are captured for reporting but excluded here. You manage those rules on the Xero export page.
Sending to Xero
When the queue looks right, choose whether to export or send:
- CSV downloads the approved lines as a spreadsheet.
- Send drafts to Xero creates the invoices in your Xero as drafts only — nothing is approved or emailed to customers. You do the final approval inside Xero.
Each send is recorded under Recent sends with its status, so you can see what went through and follow up on anything that failed.
Next: once invoices are out, Receivables shows what’s still owed and overdue.