Knowledge Base

Quoting and Invoicing

Q: Can I create an invoice before the Bill of Materials is finalised, or before ordering any stock for the job?
A: Yes, although the kind of invoice you want to create will differ based on the type of job. The BOM is there to help you build quotes, but if your organisation has a different workflow it’s still possible to invoice without filling every part of it out.

• You can use the Create Invoice from Quote from the Job Actions > Invoices page. You can use a draft quote/estimate as a starting point. However, since the BOM is not finalised, you may need to modify the General Quote Amount and remove items which are not finalised.
• You can also use the New Invoice button. For Do and Charge jobs, this will by default pull in only items which have been consumed onto the job. For fixed price jobs, you can remove any items you don’t want to see and use the “+ Add a new line” button to create new line items you can customise to your liking.

If you just want to receive money prior to starting the job, though, you can also use prepayments to achieve the result you want.

Q: What’s the difference between fixed-price and do-and-charge (time & materials) jobs?
A: Fixed-price: customer pays the quoted amount regardless of actual costs. Do-and-charge: customer pays based on actual time/materials consumed, with options for markup on actual cost, BOM price, or latest catalogue price.

Q: Can customers approve quotes online directly?
A: There is no self-service link for customers to approve quotes online – this is not currently supported by Gojee. Instead, after sending the quote to the customer, wait for their approval via email/phone, then approve the quote in Gojee. On approval, you are able to write an internal approval note recording any additional information about the approval, and this will be logged in the audit trail for the quote.

This has been flagged as a feature request for future development.

Q: Can we customise invoice numbers to match our job numbers?
A: Invoice numbers follow Xero’s sequential numbering system. Since invoices are created in Xero via the Gojee-Xero sync, they use whatever numbering scheme is configured in Xero. You cannot change invoice numbers from within Gojee. If you need invoice numbers to match job numbers, you must edit the invoice number in Xero after it’s been created. While this can be done by using the deep link to Xero, it adds an extra step to the workflow and the invoice number will not be reflected in Gojee.

Q: Why don’t terms and conditions appear on my quotes/invoices?
A: Terms and conditions for quotes are populated in your organisation settings, but require the specific terms field to be set up in the branding theme used. Terms and conditions for invoices are part of the invoice’s branding theme itself, not set by Gojee directly. To display your terms and conditions:

1. In Xero: Set up a custom branding theme (Settings → Invoice Settings) that includes your terms and conditions. Refer to Xero Central for more information on branding themes.
2. In Gojee: After syncing Xero, go to Organization Setup → Branding Themes, and switch to your new Xero branding theme.
3. Quotes and invoices generated from Gojee will now use your template and display T&Cs.

Q: What’s the difference between Gojee job numbers, Xero quote numbers, and invoice numbers?
A: They are all separate numbering systems that don’t automatically align:

• Gojee Job Reference Numbers (e.g. J00001): Generated within Gojee. You can freely change them to anything up to 30 characters in length. This is the centralised project identifier that links all activities – quotes, POs, schedules, invoices, and time entries.
• Xero Quote Numbers (e.g., QU-0347): Generated by Xero when a quote is pushed from Gojee. Follows Xero’s own sequential numbering.
• Xero Invoice Numbers: Also generated by Xero, following a separate sequential numbering. Invoice numbers advance independently of quote numbers.

The Job Reference Number links the quote, invoice, purchase orders, schedule, delivery dockets, and all costs back to a single project. While the numbers themselves won’t match across systems, the job number appears on all associated documents as a reference.

Q: How does stage-based / progress claim invoicing work?
A: The Progress Claims & Retentions module (add-on) supports milestone-based invoicing with retention percentages. This must be enabled separately.

Q: Why isn’t the quote/invoice updating in Gojee when it updates in Xero?
A: Xero sync is one-way only for invoices, quotes, and purchase orders. Changes in Xero, other than payment, will not affect the quote/invoice/PO in Gojee.

Q: Does approving a quote or an invoice automatically email the customer from Xero?
A: To prevent accidental sends, the process of emailing is not automatic. Both quotes and invoices can be emailed from Gojee at any time – whether they are approved or not. Emails will not be sent out from Xero. When approving a quote, you have the option to notify the customer and send an email from Gojee at that time – nothing will be sent unless you choose to do so. For invoices, approving will not prompt to send via email.

Payment

Q: What options do I have for accepting payment in Gojee?
A: There are presently two options for taking payment from within Gojee – cash payments and digital payments processed through Square. In Xero, you can also record bank transfers which will be processed through the nightly Xero sync and visible in Gojee.

You can take cash payments directly from within Gojee for all invoices and prepayments. If you enable Square integration, you will also be able to take card payments through Square either physically or digitally. Please refer to the Organisation Add-ons page for more information.

Bank transfers can be recorded through Xero for invoices. On any invoice, click Open in Xero at the top right.

From there, you can record payments to your organisation’s bank or other fund accounts.

If you wish to see the payments in Gojee immediately, you can go to My Account and force sync invoice payments with the Sync Xero Now button.

Taxation

Q: Tax is incorrectly applied/not applied to my invoice when it shouldn’t/should be, how can I fix this?
A: The Xero accounts set up for the transaction control whether GST/taxation occurs. For example, in this Xero account there are two sales accounts – one for domestic and one for international sales. Bear in mind that the example is an Australian account, and international accounts will have different terminology for GST exclusivity.

When the invoice is in Draft stage, you can set up the accounts for each line item on the invoice.

When I approve the invoice, one of these line items is using Sales and the other International Sales. This will charge tax on one but not the other, as can be seen here.

Just make sure the accounts are set up properly in Xero and you’ll be able to set or remove tax from each line item.