Invoices in Invoxy are generated from templates you assign to each client. Make sure you have selected the correct template for each client under the Manage > Clients tab and click save.
To learn how to customise the Invoice templates to suit different client requirements click here.
Making sure your Invoice is sent to the correct person
Invoxy can be customised to send your invoice to as many or few recipients as you require. The default recipients will be:
- Any email addresses listed in the Billing Email Address on the Client record
- Any Contacts who have Billing Recipient ticked and who are on any placements included in the invoice
To set the Billing Email Address on the Client go to Manage > Clients. Multiple email addresses can be entered, separated by a semi-colon (;).
Alternatively, you can set the Contact on the Placement to be a Billing Recipient. Under Manage > People, click on their record and tick Billing Recipient.
It's important to note that Billing Recipients will receive a copy of all invoices relating to their placements, even if other placements are included in the invoice that the Contact isn't related to.
You can also add additional recipients manually during the draft invoice creation, if needed.
Creating a Draft Batch
To create a draft invoice batch go to the Invoices tab.
Here you will see what is in your Current Billable based on your default billing cycle, from here you can select your period and clients you wish to invoice, select New Invoice Batch.
OR select New Invoice Batch.
Set your Invoice date, Period (weekly, monthly, quarterly or custom - this will default to whichever you've set as your Default Billing Cycle under Manage > Settings), Due Date (learnmore on managing Client Payment Terms here) and the Clients you wish to run invoices for.
If you want to use the Default Invoice Template set on each client to create your invoices, leave the Invoice Template set to Default Client Template and select the clients you wish to create the Draft Batch for.
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.
Once the settings for the batch are correct, click Create Draft Batch.
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 Selected Invoices to email your clients and send the transactions to Xero (if connected).
When the Invoice is sent the recipients will receive an email with a PDF invoice attached. The invoice is emailed with a specific Message Template called Client Invoice which can be edited under Manage >Templates > Message Templates.
Here's what the email will look like:
And here's what the invoice will look like:
To learn how to customise the invoice message template click click here.
If you wish to have the timesheets and approvals attached to the invoice read this article.
Send Invoice to Xero
Make sure your Invoxy account is connected to Xero (to learn how to connect your Invoxy account to Xero click here).
If your account is connected when you send your invoice batch, as well as emailing the invoices to your clients Invoxy will send the invoices to Xero. The invoice will appear in your draft Accounts Receivables in Xero.
Creating One-Off Invoices
When you select a client (without approved time or placement fees) and go Create Draft Batch, it will generate a blank invoice for you to create one off invoices.