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Invoicing

Review each job's uninvoiced time and materials, correct the lines, and invoice them in Xero.

Overview

Invoicing opens Outstanding Transactions: every job with time, materials or notes that have not been invoiced yet. You check and correct the lines, select the ones to bill, and Smartworks creates the invoice in Xero.

Outstanding Transactions, with a job's details above its table of time and material lines

Finding a job

The status list at the top right starts on All. Choose a job status to show only those jobs. The arrow beside it sorts the jobs by job number, up or down.

Each job starts with Job #, the job number and the customer, then the job’s Address, Job Name, Description and Status. To see one job on its own, click View Job Transactions in the job details panel.

The lines table

Column What it holds
Type An icon for the kind of line, such as labour, material, note or purchase order. Hover for its name.
Date The date the line is for.
Quantity The quantity, or the duration for time.
Code The product or labour code. Click it to choose a different product.
Description The text that goes on the invoice.
Cost Price What the line costs you.
Sell Price What you charge for one.
Markup The markup on the line. Reads Margin when Smartworks is set to show margin instead.
Discount A percentage discount on the line.
Select The tick box that selects the line for invoicing or deleting.

Click into a cell, change it and click away. The line saves on its own, and an icon in the Select column shows when it is saving and when it is saved. Lines with a negative quantity are shaded red.

Below the lines are the Totals, the GST and the Total incl GST. Switch on Show Total Columns to add Total Cost and Total Sell columns.

Adding lines

The buttons under each job’s table add to it:

  • + Add line opens Select Product. Choose a product group, type in Product search, and click a product.
  • + Add note adds an empty note line to type into.
  • + Labour opens the time entry dialog for this job.
NeedsEnsure Products are in stock - Desktop switched on (Settings › Feature › Products)

With stock checking on, a tracked product with no stock on hand is refused with Cannot add product, there is insufficient stock.

Create an invoice

The Create Invoice dialog with the new invoice status, tracking categories and email options
Step by step: invoice the selected lines
  1. Tick Select on each line to invoice, or click the Select heading to tick them all.
  2. Click Create Invoice under the table.
  3. Choose the New invoice status: Draft, Authorised or Submitted.
  4. Set the Invoice due date, if you chose Authorised or Submitted.
  5. Choose an option for each tracking category, or leave it on None.
  6. Tick Email invoice: and check the address, to send the invoice to the customer.
  7. Tick Mark job complete?, if this invoice finishes the job.
  8. Click Create Invoice.

Smartworks creates the invoice in Xero. Open Invoice then asks whether to open it in a new tab. Click OK to open it, or Cancel to stay on the screen. The invoiced lines move to Processed Items.

The due date starts on the 20th of next month. The email address starts as the customer’s email address. Mark job complete? only appears when every line on the job is selected, and each tracking category comes from your Xero organisation.

Good to know

Delete lines

Tick the lines, then click the red bin button, Delete selected transaction lines. Delete Transaction Lines asks you to confirm. Deleting puts any stock back into inventory and cannot be undone. Purchase order lines that were already received stop being linked to the job.

Save changes

SAVE CHANGES saves every line on the job at once. If a line uses a product that Xero does not have, Missing Products lists it. The same message can appear when you create an invoice.

Processed Items

Click Processed Items under a job to see the lines already invoiced. The Invoice column links to each invoice, and the pencil icon, Open invoice in Xero (edit view), opens it ready to edit.

Add Payment To Invoice

Add payment on a job, or on a customer’s Invoices, opens Add Payment To Invoice. Choose the Invoice No from the customer’s unpaid Xero invoices. Amount fills in with what is still owed. Enter a Reference and click Add Payment. Any draft or unapproved invoice is marked approved in Xero before the payment is added.

See also