To create a new batch of draft invoices go to the Invoices tab.
Before creating invoices you can review the billable details on the Client Summary for your Current Billable period, which is based on your default billing cycle. Alternatively, you can select another period if desired.
Tick the clients you wish to invoice, then select New Invoice Batch to create a batch for the selected clients and period.
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. By default this will be the period which was selected on the Client Summary screen.
Due Date - The Due Date for any invoices in the batch. This Due Date will only apply to clients who don't have their own Payment Terms set. If you've set Payment Terms on a client, then the Due Date for their invoices will be set based on their Payment Terms instead. You can learn more on managing Client Payment Terms here.
Invoice Template - This will be set to Default Client Template, which means 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.
Your invoices will be created and can be found under the Invoices> Invoices > Draft tab. 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.
Learn more about managing draft invoices here: Managing Invoices
You can choose to send multiple invoices at once in bulk, or send each invoice individually. From the Draft invoices tab, use the checkboxes on the lefthand side to select the invoices you wish to send, or choose 'Select All Draft Invoices' from the menu in the top right. 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. Learn more about customising message templates here: Message Templates
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
If your account is integrated but Invoxy is unable to send to Xero for any reason, this will prevent the invoice from being sent and you'll see the following error.
When this error occurs the invoice is not sent at all - either to Xero or to your invoice recipients.
You can review the Invoice History tab on the bottom of an invoice to see more detail about what error has been provided.
The most common error is that the invoice number already exists in Xero, as Xero will not allow duplicates. This can occur if:
- You've already successfully sent the invoice to Xero (this will show in the history). In this case you would need to ensure the Invoxy invoice matches the Xero invoice, and make any adjustments as needed in Xero.
- You've raised an invoice directly in Xero which conflicts with the numbering in Invoxy. In this case you should change the Invoice Number in Invoxy so there is no longer a conflict - this could be as simple as adding a suffix to the invoice number. Important: If you change an invoice number, you'll need to update it anywhere it appears on the invoice as well as the Invoice Number field.