Creating a Draft Batch
To create a batch of draft invoices go to the Invoices tab.
Here you can review the Client Summary for your Current Billable period, based on your default billing cycle, or select another period if desired. Tick the clients you wish to invoice, then select New Invoice Batch.
From the New Invoice Batch screen, set the details for the batch you're wanting to run.
Invoice Date - The invoice Date for any invoices created in the batch.
Period - The period the invoice batch covers.
Due Date - The Due Date for any invoices in the batch. This Due Date will only apply to clients without Payment Terms - if you've set Payment Terms on a client then the Due Date for their invoices will be set based on their Payment Terms. You can learn more on managing Client Payment Terms here.
Invoice Template - This will be set to Default Client Template, meaning it will automatically produce invoices for each client based on their Default Template set under Manage > Clients.
If you want to override the Default Client Template and produce a batch of invoices using a specified template, set the Invoice template to which template you wish to use. For example, if you wish to produce a batch of Permanent Invoices for clients whose Default Client Template is a time based invoice.
Learn more about setting up your Invoice Templates here.
Once the settings for the batch are correct, click Create Draft Batch.
When you create a draft invoice batch, Invoxy will generate your draft invoices and display them in the Draft tab. Newly generated invoices will display a blue dot beside them.
Invoices will be produced in alphabetical order by Client. If you're producing a large volume of invoices, it may take a few minutes for Invoxy to complete invoice generation. To view the latest updates, select 'Refresh Invoices' from the options button.
Click into an invoice to view the full details. Within each invoice you'll have the option to Send Invoice to recipients (and Xero, if connected), Save the invoice if you've made any changes, or Cancel to go back to the Draft screen without saving changes.
In the menu options you can also Mark as Sent to move the invoice to the Sent tab without sending to recipients or Xero, or Download a copy of the PDF invoice.
Invoice Number - The invoice number for the invoice. This can be amended, but note that if your invoice number has been inserted into the invoice preview below using placeholders, you'll need to manually update those instances as well.
Recipients - The email addresses the invoice will be sent to when you Send the invoice. The recipients will receive an email with a PDF invoice attached. Learn more about managing the invoice recipients here.
Invoice Date - The invoice date that was set when creating the invoice batch. This can be amended, but note that if your invoice date has been inserted into the invoice preview below using placeholders, you'll need to manually update those instances as well.
Invoice Period - The date range the invoice batch was run for. If this is incorrect you would need to delete the draft invoice and create it again by running a new batch for the correct dates.
Due Date - The Due Date for the invoice, based on the client's Payment Terms or based on the Due Date set on the batch. This can be amended, but note that if your due date has been inserted into the invoice preview below using placeholders, you'll need to manually update those instances as well.
Below the recipients and invoice details you can view a full draft mock up of the invoice, and make any changes as required.
Important note: If the quantities or rates in your invoices are incorrect, we recommend deleting the invoice and fixing the cause of the error, to ensure accurate reporting throughout Invoxy.
The bottom of the draft invoice screen will also show a full list of all time entries that the invoice was generated from.
Once you’re ready to send your invoices simply select the ones you wish to send, or go to the menu button at the top right to Select All. Then from the menu option select Send to email the Invoice Recipients and send the transactions to Xero (if connected).
The invoice email will be based on the Client Invoice Message Template, which can be edited under Manage >Templates > Message Templates. To learn how to customise the invoice message template click click here.
Sending Invoices to Xero
If your Invoxy account is connected to Xero invoices will automatically be sent to Xero when you Send your invoice batch, as well as emailing the invoices to your clients. The invoice will appear in your draft Accounts Receivables in Xero.
Learn how to connect your Invoxy account to Xero here: Xero Integration