Invoice a job

An invoice bills a customer for completed work. You can raise one from a job directly, or convert an accepted quote into one.

Before you start

• Only the owner, admins, dispatchers and office staff can manage invoices. Emailing one to a customer is one step tighter: only the owner and admins can do it.
• If your business requires a customer sign-off, it blocks moving a Completed job to Ready to invoice, not invoicing itself; raising an invoice or marking it sent do not check for one. See Customer sign-off before invoicing.
• If the customer needs a purchase order before you can issue an invoice, have the PO ready, or an owner or admin can override the requirement with a reason.

Raise an invoice

From the job's Money tab, select + Invoice this job, add the line items and choose the GST treatment (prices exclude GST and add 15%, prices include GST, or zero-rated), then select Raise invoice. ONYX1 asks you to confirm: raising an invoice creates a numbered draft, and moves a job at Ready to invoice to Invoiced. You can still edit the draft before you send it, and an invoice can be voided later but never deleted.

You can also convert an accepted quote straight into a draft invoice: see Write and send a quote or estimate.

Issue it

While an invoice is a draft you can select Edit to change it. When it is ready, select Mark as sent. This locks it against further edits and, for a customer who requires a purchase order, refuses with "This customer needs a purchase order before an invoice can be issued." until one is cited or an owner or admin overrides it with a reason from the Purchase order card.

Issuing an invoice emails the customer automatically: "You've received invoice #…", with a button to sign in to their portal and view it (or set one up if they don't have one yet). The PDF itself is not attached to this email; it lives in their portal. The portal's How to pay panel shows the invoice's Notes as the payment details, so put your bank account in the notes of the invoice. ONYX1 takes no card payments.

To send the PDF directly, select Email instead, which opens a panel to add a note and send it as an attachment. Only the owner and admins can do this.

Find, open and export invoices

Open Sales and select Invoices. The strip at the top shows figures, and the first three are shortcuts to a filtered list: Outstanding (what customers still owe on sent invoices), Overdue (in amber, with how late the oldest is) and Paid, last 30 days. "Last 30 days" counts New Zealand calendar days: today and the 29 before it. If you are an owner or admin and some Xero invoices still need a job, a fourth figure, From Xero, reads "1 needs a job" or "N need a job" and opens Approvals, where you can match them. The list is split into pages of 25 invoices. The pager at the bottom of the list has ‹ and › arrows; on a wider screen it also shows page numbers, and on a narrow phone screen it shows only the arrows. The page, filter and search are part of the address, so you can bookmark or share them.

The status filters are All, Draft, Awaiting payment, Overdue, Needs chasing, Paid and Voided, each with its count. Owners and admins also see a Needs a job filter, in amber, while some Xero invoices are waiting for a job decision. Use Search to look for a customer name, invoice number or reference. Invoice numbers read as they print, for example INV-1027. Each row shows the customer, the job it belongs to, when it is due (in amber once it is late), its status and the total including GST. An invoice that has had some money paid says Part-paid and shows what is still due. An invoice that came from Xero carries a small Xero badge.

Select an invoice to open it beside the list. The panel shows what is still owed, the payments received, the dates, the purchase order number when the invoice cites one, the line items with GST, and, for the owner only, the job's invoiced total, costs and profit. You do not leave the list, so you can work down your unpaid invoices one after another. Select Open full invoice (the arrow icon at the top of the panel) when you need the full document, or the X (or the Esc key) to close the panel. On a phone the invoice opens as its own screen with its buttons at the bottom; select the back link at the top to return to the list.

The buttons at the bottom of the panel are Record payment, Send (owner and admins only), Download PDF, Link to job and More. Record payment is there while a sent invoice still has a balance and did not come from Xero. More holds Mark paid in full (a sent invoice that did not come from Xero), Edit for a draft, Change purchase order (owner and admins), Open full invoice and Void invoice, and, for owner and admins, Mark as sent for a draft. For a draft, dispatchers and office staff, who cannot email, get Mark as sent as the main button instead.

The owner or an admin can select Export CSV in the invoice list (on a phone, it is under the ... menu). The download uses the current status and search filters and includes every matching invoice, not only the page on screen. It contains the invoice number, customer, issued and due dates, status, subtotal excluding GST, GST, total, paid amount and date, source, job number, and reference. It does not include cost or profit figures. This is a register CSV, separate from the Xero and MYOB accounting downloads in Settings.

Invoices that came from Xero

If your business connects Xero, invoices raised there appear in this list with a Xero badge, and amounts are shown as Xero holds them. Recent Xero invoices that no job carries yet, and that nobody has marked "not for a job", are waiting for a decision. Only an owner or admin sees them: the row shows Needs a job in amber, and the invoice's panel offers Match to job, to pick one of that customer's jobs, and Not for a job, to say why it does not belong to one (a retainer or a deposit, for example). Once you decide, Needs a job goes away. If Xero did not say which customer the invoice is for, you are asked to confirm the customer first.

Xero holds the payments on a Xero invoice. They show with a Xero badge in the Sales panel and the Payments list ("from Xero" on the full invoice page), and you cannot record a payment, remove one, or use Mark paid in full on the invoice here. Record the payment in Xero; it appears here after the next sync.

If Xero refuses an invoice ONYX1 sends

If your business sends invoices to Xero and Xero refuses one, the reason shows in amber on that invoice, on the full invoice page and in the panel.

Invoices imported from Xero

When an invoice came from Xero, ONYX1 uses Xero's subtotal, GST and total when all three amounts are available. This keeps the invoice page, invoice list, PDFs and email, customer portal, Reports and its ledger CSV, invoice register CSV and overdue reminders on the same figures. The accounting files in Settings → Exports are separate: the MYOB export lists the stored line items for each included invoice, including invoices that came from Xero. If any Xero amount is missing, ONYX1 calculates the total from the stored lines.

The line items stored in ONYX1 can differ from Xero's totals when Xero has a discount or a line type ONYX1 does not import. Payments recorded in Xero appear in the invoice's Payments panel as "from Xero". They are read-only in ONYX1 and cannot be removed here. If you edit a Xero draft in ONYX1, its new line items determine the totals until a later Xero sync provides a new header.

Get paid

Select Record payment in the panel (or Record a payment on the full invoice) once the customer pays. It opens filled in with what is still owed, so a full payment is one more selection; change the amount for a part-payment, or record several payments over time. Mark paid in full records the outstanding balance as a payment in one step. See Record payments and send reminders.

Void an invoice

Select Void invoice (in the panel, under More; on the full invoice, Void invoice…), give a short reason, and confirm. A voided invoice keeps its number and stays visible, but it stops counting toward your totals and reports, drops out of the customer's portal, and can no longer be edited, sent or paid. This cannot be undone.

Voiding is refused for a paid invoice ("A paid invoice can’t be voided; the money is settled. Handle a refund or credit in your accounting package.") and for one with payments recorded against it (remove the payments first). A voided invoice shows in grey, not red.

If something goes wrong

• Send this invoice before marking it paid. A draft invoice has not been issued yet; select Mark as sent first.
• This invoice is voided, so it can’t be marked paid. / This invoice is voided, so it can’t be issued. A voided invoice cannot move again.
• This customer needs a purchase order before an invoice can be issued. Cite a PO in the Purchase order card, or have an owner or admin issue without one with a reason.

Related

• Write and send a quote or estimate
• Customer sign-off before invoicing
• Record payments and send reminders
• Customers and sites