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.
Tracking Category and 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, a quantity and a 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 percent, and GST Free, 0 percent. New lines default to GST, 10 percent.
The summary shows Subtotal, Tax and Total. If you are charging a card now and the client pays the surcharge, a Credit Card Processing Fee, incl. GST, line is included in the total.
Under How will this invoice be paid, choose how this invoice will be paid:
Charge a saved payment method: Charge the client's saved card or bank account now, or schedule it for a later date. If you schedule, the Due Date is locked to the scheduled payment date.
Add bank transfer details to the invoice: Adds a zero value line that reads 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. The client gets their own BSB and account number on the invoice. Nagaris matches their payment instantly, marks the invoice paid and pays your firm out. This option is only available when the client has an active virtual account. If you do not see it, create a virtual account on the client's Billing tab.
Client pays you directly: Nagaris does not add any payment details. The invoice shows only what is already on your invoice template, and you match the payment yourself. This uses your client pays directly Xero template.
Nagaris automatically picks a Branding Theme, Xero firms only, see Setting up Xero accounts and invoice templates for billing, and an Email template to match whichever payment option you have selected. These fields are hidden by default since they are rarely changed. Click Edit templates next to the selected payment option to reveal and override them, or Hide templates to collapse them again. Switching payment option updates these defaults again.
Email the invoice to the client: Sends to the 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 needed.
You will 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. Use Edit Draft on the invoice page. Drafts can be 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 will see Cannot send email: invoice has no PDF attached. Try again once the PDF has generated.
