Once you've created invoices you'll be able to manage them under Invoices > Invoices.
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 following fields and options available:
Send Invoice - The Send Invoice button will email the invoice to all listed recipients, and send the invoice through to Xero, if connected. Alternatively, to send mutliple invoices at once see this article: Creating & Sending Invoices
Save - Click the Save button to save the invoice if you've made any changes.
Cancel - Click Cancel if you wish to discard any changes you've made and go back to the Draft screen.
Mark as Sent - Within the options button you can click Mark as Sent to move the invoice to the Sent tab without sending to recipients or Xero. You'll still be able to take these actions later from the Sent tab, if needed (see below).
Download as PDF - Download a PDF copy of the invoice - ideal for seeing an exact preview of what would be sent to the client. Ensure you save any changes first.
Invoice Number - The invoice number for the invoice. The invoice number is automatically generated from:
- The Invoice Prefix, plus
A sequential number which will be the higher of either:
- The Invoice Start Number specified in your Company Settings, or
- The highest invoice number which already exists in your Invoxy account, plus one
This field can be amended if you wish to update the Invoice Number, but this won't update any placeholders that have been inserted into the invoice preview below. You'll need to make sure you also update any occurrences of the invoice number in the invoice itself.
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. Each email address should be on its own line, and you can add or remove recipients as needed. 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, 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.
Once invoices have been sent or marked as sent you can find them in the Sent tab. The Sent tab will show all invoices dated in the current month - use the date selector in the top left to view invoices for previous months.
Within each month you can use the Search box to filter for invoices matching particular Clients, Resources, Invoice Numbers, or Placement Labels.
The options available for selected invoices on the Sent tab include:
Mark as Draft - You can mark an invoice as draft to move it back to the Draft tab if any further changes are required.
Send to Xero - Use this option to send the invoice to Xero if required. Xero won't allow the same invoice number to be sent multiple times, so if the invoice has already been sent an error will occur.
Send to Recipients - Selecting this option will send the invoice to all Recipients listed in the invoice. The invoice email will be based on the Client Invoice Message Template, which can be edited under Manage > Templates > Message Templates.
You can also click into an individual invoice to access the same options for a single invoice, plus the option to download a PDF copy of the invoice.
Invoice Time Entries
When you click into an invoice in either the Draft or Sent tab, the bottom of the invoice will show a full list of all time entries that the invoice was generated from.
This detail can also be attached to the PDF invoice if desired - learn more here: Attach Timesheets and Approvals to Invoices
When you click into an invoice in either the Draft or Sent tab, you can navigate to the Invoice History tab at the bottom of the invoice to see a full list of all actions that have occurred for the invoice.
Deleting or Voiding Invoices
When you click into an invoice in either the Draft or Sent tab, you can navigate to the bottom of the invoice to delete it. Draft invoices will have a Delete Draft option -
Sent invoices will have a Void Invoice option -
Either option will completely remove the invoice, and any time entries which were included in the invoice will be available to include in a fresh invoice batch.