Invoices - Commonly Asked Questions

Before running an Invoice batch here's a list of frequently asked questions you can check off.

Who is the invoice going to?

The invoice is sent to the Client Billing Email address, and the email address of any Contacts who:

• Have Billing Recipient ticked on their record under Manage > People
• And are included in the Team for any placements included in the invoice

More: Invoice Recipients

What is the invoice going to look like?

The invoice will be based on the template that you have assigned to your client, or selected when creating the invoice batch. Any blue Placeholders will be populated with the corresponding information from throughout Invoxy.

More: Invoice Templates

What email message does the client receive?

The email message that your clients receive regarding their invoice is set under the Client Invoice message template found under Manage > Templates > Message Templates.

More: Message Templates

How do I attach the Timesheets and Approvals?

To attach the timesheets and approvals to an invoice simply go to the client's invoice template and select attached Timesheets in Manage > Templates > Invoice Templates

More: Invoice Attachments

Alternatively, if you have paper timesheets that you wish to attach invoices, you can use the Timesheet Attachments option to add attachments to the timesheets before creating the invoices. 

More: Timesheet Attachments

How do I send these invoices to Xero?

When you select your invoices to send to your clients, if you are connected to Xero these will be sent as draft accounts receivable.

Note that you'll need to be connected to Xero and have your Work linked to the appropriate Account Code and 

More: Connect to Xero

How can I set the default billing cycle?

Your default billing cycle can be determined in your settings under Manage > Settings > Default Billing Cycle.

More: Company Settings

How do I set up Recipient Created Invoices for my contractors?

If the resource is set as a Business with the correct details filled and 'Recipient Created Invoices' ticked, the system will automatically generate a Buyer Created Invoice when you create a pay run.

Alternatively, if you're using our PayHero Integration this will be determined by the Payslip Type selected in PayHero, which will be set to BCTI based on the Recipient Created Invoices setting in Invoxy. 

More: Recipient Created Tax Invoices

How do I set up payment terms for my clients?

You can specify payment terms on each of your clients under Manage > Clients. If Payment Terms aren't set on some of your clients, then the Due Date you select when creating the invoice batch will be used instead for those clients. 

More: Adding, Editing and Managing Clients

How can I create a one-off invoice?

When Creating Invoices, select an Invoice Template that contains a Fixed Fee line and no other lines. An example of how you might set that up under Manage > Templates > Invoice Templates is as follows - note that you can copy an existing template to form the basis of your new template.

If you wish to create a blank one-off invoice for a client who has no time or placements for the period, first click New Invoice Batch, then select Show All Clients so that you can select the client you wish to produce a one-off invoice for. 

More: Invoice Templates

How do I run my permanent invoices with a different template?

You can create an invoice batch and select a different invoice template to use for selected clients. 

More: How to run an Invoice Batch in Invoxy

I've run my invoice batch and some time hasn't been invoiced - how do I find out why? 

There are several reasons time might not be included in an invoice, which are covered in this article: Troubleshooting Uninvoiced Time

How do I manage the Sales Tax rate for my invoices?

The Sales Tax Rate for your invoices is managed using the Tax Rate field in your Company Settings. You can also manage the Tax Rate on your Work, and full details on how to set up work for Invoices without Sales Tax can be found here.