You can raise an invoice for any client directly from their Billing tab. This article walks through the invoice form, the three payment options, and the email settings.
Billing must be enabled for your organisation to see these features. To invoice a job and its tasks, see Invoicing a job and its tasks — the form is the same, with a few job-specific extras.
Open the client and go to their Billing tab.
Click Create Invoice. A form opens titled Invoice followed by the client's name.
Fill in the header fields:
Contact – who the invoice is addressed (and emailed) to. Required.
Date and Due Date – both default to today. The due date must be on or after the invoice date.
Job – optionally link an XPM job. Selecting a job fills the Ref field with the XPM job number.
Branding Theme (Xero firms only) – the Xero template applied to the invoice. It is set automatically from your payment-option defaults but can be overridden. See Setting up Xero accounts and invoice templates for billing.
Tracking Category and its option (Xero firms only).
Add your line items (see below).
Choose email and payment options, then click Create Invoice — or Save as Draft to finish it later.
Each line has a description (up to 4,000 characters), quantity and unit amount.
If your organisation is connected to Xero, each line also has an Account selector for the Xero revenue account; the tax rate is derived automatically from the account you pick. You can create a new revenue account from the selector.
If your organisation is not connected to Xero, there is no Account column. Instead each line has a Tax rate selector with two options: GST (10%) and GST Free (0%). New lines default to GST (10%).
The summary shows Subtotal, Tax and Total. If you're charging a card now and the client pays the surcharge, a Credit Card Processing Fee (incl. GST) line is included in the total.
Under Payment choose how this invoice will be paid:
None – no payment collection. Use this when the client pays you directly; the invoice uses your client pays directly Xero template.
Charge saved payment method – Select a saved payment method and charge now or automatically on a later date. Pick one of the client's verified bank accounts or usable cards, then choose Charge Today (Invoice will be sent today and payment will be collected immediately) or Schedule and pick a date (tomorrow or later). Scheduling locks the invoice Due Date to the scheduled payment date.
Add payment details to invoice – Bank transfer details will be added as a line item on the bottom of the invoice. Nagaris appends a zero-value line reading Please make payment by bank transfer to: with your firm name, the client's unique BSB and account number, and their PayID if one is registered. This option is only available when the client has an active virtual account.
Switching payment option automatically updates the default Branding Theme and switches the email template category to match.
Email the invoice to the client – Sends to selected contact. Defaults to your firm-wide setting from Settings → Billing.
Email a copy to yourself – switch it on and an email field appears, pre-filled with your account email; change it to send the copy elsewhere. The copy is sent after the invoice is created. It is not sent when saving a draft.
Email template – pre-filled with the default template for the current payment option's category; pick another if available.
You'll see a confirmation such as Invoice created successfully, Invoice created and payment collected or Invoice created and payment scheduled. If a scheduled or immediate charge could not be started, the invoice is still created and a separate error explains the payment problem.
Draft invoices can be edited (Edit Draft on the invoice page, or Edit in the invoice list) and deleted. Once an invoice has payment activity it can no longer be deleted.
Deleting an invoice that has synced to Xero shows a reminder: This invoice has been synced to Xero. You will need to manually void or delete it in Xero.
If emailing fails because the invoice has no PDF yet, you'll see Cannot send email: invoice has no PDF attached — try again once the PDF has generated.
