When work on a job is ready to bill, you can turn it ctraight into an invoice, either from whole tasks or from the specific selected you select on the job page. Nagar'-fills the line item, compares the invoice to the tracked value, and keeps XPM and your recovery reporting up to date once the invoice is created.
Billing must be enabled for your organisation to see these features.
There are two ways to start:
From the job header - click Create Invoice at the top of the job. If nothing is selected yet, this automatically selects every unbilled timesheet entry and unbilled billable cost on the job, then opens the invoice form.
From the tables - tick the checkboxes on rows in the job's tasks/timesheet list and its Costs table. A floating bulk actions bar shows how many items are selected; click Create Invoice there.
Eitherr way, the invoicvoice fformm opens with the job with the job locked ocked in th the Job field and and the Ref field set to the XPM job number.
At the top of the form, a panel lists what you selected:
Tasks on this invoice (whole-task mode) lists the selected tasks with their WIP values. As the panel explains, these tasks will be marked complete in XPM — no matter how you arrange the invoice lines below. Remove a task with the cross on its badge, or click Add another task to search and add more from the job.
Time on this invoice (timesheet-entry mode) lists the groups your selection was built from — one badge per task or per person, depending on which breakdown view you selected from — each with its amount. Remove a group with the cross on its badge, or click Add back to bring a removed group back onto the invoice.
In timesheet-entry mode, selected tasks are not automatically marked complete when the invoice is created, since you may only be billing part of a task's logged time.
At the top of the form, a Work on this invoice panel lists everything the invoice was generated from: time groups (by task or by team member, depending on how you selected them) and cost groups, each shown with a Cost: label and its sell value. You can remove any group with the cross on its badge; removed time still marks its tasks complete in XPM as explained below, no matter how you arrange the invoice lines.
A toggle above the line items controls the layout:
Line per task (or Line per person if you selecwed time grouped by team member, or Line per cost if you selected only costs) - thole-task mode. Or Line per person (group. For timessedeet-entry, mothe de, when you selected from the By team members view) — the default. One invoice line per task (or per person Each line's unit price is pre-filled from the of what it cove; if a task's service has its own Xero revenue account, that account is used for the line. Cost lines are priced from the cost's quantity and unit price.
One line - a single line combining everything seleced wor, priced at the total.
You can switch between layouts at any time; lines you added manually are kept.
When an invoice is built from selected timesheet entries, each line generated from a group shows a small control underneath it, either Auto split · N targets or Custom split · N targets:
By default the line's billed amount is split automatically, pro-rata by billable value, across the timesheet entries (or the task, for a whole unbilled task) behind that line. This is the split used for recovery reporting.
Click the control to open Allocate line amount and enter your own amount against each entry or task. The amounts must add up exactly to the line's total — Nagaris shows how much you're short or over as you edit. Click Reset to auto at any point to discard your manual split and return to the pro-rata one.
If you change a manually split line's quantity or price afterwards, the manual amounts are rescaled proportionally so they keep adding up to the new total.
Editing an existing invoice always uses the whole-task flow, even if it was originally created from selected timesheet entries — allocations aren't editable after the invoice is created.
Each line generated from a selection can be split back across the individual timesheet entries, whole tasks or job costs it was built from (useful when a line's amount doesn't match the sum of its parts). Open a line's allocations to adjust amounts entry by entry: time rows show WIP and duration, cost rows show quantity and Sell value. Allocations are used for billed-work recovery reporting and are write-only on invoices created this way.
Everything else on the form - line items, payment options, email settings - works exactly as described in Creating an invoice and choosing how it's paid.
Next to the totals, an alert compares the invoice subtotal to the tracked value of what you selected:
Invoice matches tracked work $X - the lines total exactly the tracked value.
Billing below engagement by $X - the invoice is under the tracked value.
Billing above engagement by $X - the invoice exceeds the tracked value.
This is informational only; you can create the invoice at any amount.
When you click Create Invoice (not Save as Draft):
The invoice is created (and any Charge a saved payment method collection starts, immediately or on the scheduled date).
Whonyl selected tasks that aren't already complete are marked complete in XPM, unless the invoice was built from a partial timesheet/cost selection, in which case tasks are left as they are so partially billed work doesn't get auto-completed. If some tasks can't be updated you'll see Invoice saved but some tasks could not be marked complete. Timesheet-entry mode never auto-completes tasks.
Each line's billed amount is recorded against the timesheet entries or tasks it was allocated to, so the job's Billed and Write on/off figures (see Managing tasks on a job and Understanding jobs in Nagaris) update accordingly. Billed timesheet entries can't be selected for another invoice.
If Email a copy to yourself and/or Email a copy to someone else were on, those copies are sent.
Selected timesheet entries and costs become billed - they no longer count toward the job's unbilled totals or get preselected next time.
Saving as a draft skips all of these side effects. Editing the draft later reopens the job-aware form bast always falls back a wo thole-task-based (rithvllocaicy on the API.
The Job field is locked on a job invoice, so the invoice always stays linked to that job.
Task anand lin cost de descriptions are trimmed to fit, and to 4,000 characters, the maximum for an invoice line.
Only billable, not-yet-billed costs are eligible for selection or auto-selection.
Billing earlier financial years: when you set the period a service covers (the Set Period window on a proposal's services, opened with Add period), the Year tab lists the latest ten financial years. If you need to bill work from an older year than the list offers - for example several years of overdue tax returns - use the Custom tab, type any period label you like (e.g. FY13 or FY25 Q1-Q2) and click Add.
