Knowledge Base

Creating Invoices

To create an invoice, you have two navigation options:

1. Use the Job Actions button and select Invoices. This will direct you to the job invoice page. Click “New Invoice” from the top right of the job invoice page. You will have two options if you perform it this way:
   • Generate invoice from quote: This will generate an invoice
2. From the dashboard home page, click “Invoices”, then choose “Create New Invoice”, select the job number that you wish to raise an invoice for from the dropdown.

From either method, you will be directed to invoice creation page:

The numbered items from the image above are described below:

1) This section “Reference” by default combines the job purchase order and job reference number from the Job Settings tab onto this field in the invoice. This is an editable field so you can add or modify this text as required.

2) “Branding Themes” allow you to select the right Xero branding theme for your invoice. To learn abut setting up Xero Branding Themes, please visit this Link.

3) The name section that shows for each item on the invoice is driven off the following setting in order:

• • • If a user has made a change to the name of the item on the BOM page, then this will be what is shown on the invoice name section for the item:

• • • If no change is made on the BOM page, the the name defaults to the invoice/quote description for item (if it exists):

• • • Otherwise, the name will default to the name of the item from the catalogue:

4) The (x) icon allows you to remove a line item altogether from an invoice. This will not remove the item from the BOM page, it will simply remove the item off this particular invoice in case you want to create multiple invoices for the job.

5) “Add a new line” allows you to add an entirely new line item that wasn’t part of the actual Bill of Materials while creating a job. This is usually used for cases where you need to show the line item detail in a different format that doesn’t exactly match the BOM page.

6) “Add a new description line” allows you to add an additional text field where you may insert more details about an item or the invoice if you need to. This line will show on the invoice, but it won’t have a price attached to it.

After the invoice has been prepared, you have the following options to proceed:

• Approve: Clicking “Approve” will automatically create a new invoice in the system which will not be editable after creation.
• Save as Draft: Allows you to create an invoice with the option to go back into invoice and edit / update information if required.
• Cancel: Will not save any of the changes that you made to the invoice and will purge the invoice from the system.

After clicking “Approve” or “Save as Draft” you will be navigated to invoice page for that particular job.

View Job Invoices

To view the job invoice page, use the Job Actions button and select Invoices. This will direct you to the job invoice page.

If you have raised one or more invoices for the job, you will be able to see all the invoices and their relevant status as as detailed below:

The numbered items in the image above are described below:

1. PDF Document link: Click on this to view and download a copy of the invoice in PDF format generated from Xero.
2. Xero Deep Link: Click on the Xero Invoice No, which will take you inside Xero to the actual invoice (Note: you will need to login to Xero to access this).
3. Email Invoice: Click “Email Invoice” button, and you will be provided an option to email the invoice through Gojee to your customers. See the section below on emailing invoices for more details.
4. New Invoice: This button allows you to create a new invoice altogether for a customer.
5. Invoice Status: Displays the status whether the invoice has been emailed to a customer.

Email Invoices

Navigate to the Job Invoice page (as detailed in the section above). From this page you will have the option to email invoices directly to your customers.

To email the invoice, follow these steps:

• Click on the email button
• Choose the document you’d like to send from the dropdown list:

• You’ll be presented with the following modal:

• • The Email will default to the customers email as set up in the customers section. A new email can be added, or the email can be changed.
  • The Subject will default to the dynamic text as shown, including the job number, the quote reference and the users (senders) organisation name
  • The Body will default to the dynamic text as shown, including the quote reference and the price.
  • Options to bcc the organisation email and include the quote as attachments are provided.

• To send the email, hit the Send Email button.

• Once the invoice has been sent, the “Sent” field for the document on the job invoice list page will show as sent (if this status doesn’t show immediately, simply refresh the page):

View all Invoices for all Jobs

From the dashboard home page, click “Invoices”, then choose “View All Invoices”. This will direct you to the Reports > Invoices page:

• You can toggle between different status(es) to view invoices in different stages in Xero. To view all the invoice at one go, you may select ALL. You can also type in job reference number, customer’s name or the invoice number itself in the search bar to search a particular invoice after clicking ALL.
• To edit any invoice, or to take a payment against it from within Gojee, simply click on the row in this table and the Invoice Edit page will open.