When work on a job is ready to bill, you can turn it straight into an invoice, either from whole tasks or from the specific timesheet entries and costs you select. Nagaris pre-fills the line items, 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.
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.
Either way, the invoice form opens with the job locked in the Job field and the Ref field set to the XPM job number.
You can also select timesheet entries and costs from an engagement's Services & Pricing tab instead of a job, useful when you want to bill across several jobs at once. A selection here can span sibling clients in the same client group, so the invoice sheet adds a Bill To field: pick which client in the group the invoice is raised against.
Nagaris defaults Bill To to whichever client has the most selected services (or, if none, the most selected costs).
Switching Bill To renames the invoice immediately and keeps the same line items.
When the selection spans more than one client, every generated line description is prefixed with the client it belongs to, for example Coorey Family Trust - Trust Distribution Minutes, so it's clear whose work each line covers even though the invoice is billed to one client.
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.
Work on this invoice (timesheet-entry and cost mode) lists the time and cost groups your selection was built from, one badge per task, per person or per cost, depending on how you selected it, each with its amount. Remove a group with the cross on its badge; removed time still marks its tasks complete in XPM. Cost groups show a Cost: label.
In this second 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.
When the invoice is built from selected timesheet entries or costs (not whole tasks), and at least one of the selected services has an agreed price, a WIP / Service Price toggle appears above the line items:
WIP bills the tracked value of the work, the default.
Service Price bills the price agreed for the service instead. Services bundled into a custom package have no price of their own, since the package is billed separately, so those lines still bill at WIP even in this mode. Costs are always on-charged at their sell value, whichever mode you pick.
For a service sold on a price range, Service Price bills the floor of the range. Billing anywhere up to the ceiling still counts as billing what was agreed (see the tracked-work alert below).
Switching between WIP and Service Price regenerates the line items, so any manual amount edits or allocation splits on those lines are reset, the same as switching the layout below.
The difference between what a service's WIP comes to and what you actually bill it at is recorded as the job's write-on or write-off once the invoice is created.
A toggle above the line items controls the layout:
Line per task (or Line per person if you selected time grouped by team member, or Line per cost if you selected only costs) - the default. One invoice line per task, per person or per cost. Each line's unit price is pre-filled from what it covers; 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 selected, 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 what you selected. What it compares against depends on the pricing mode:
Situation | Alert |
|---|---|
Billing WIP, invoice matches exactly | Invoice matches tracked work $X |
Billing WIP, invoice is under | Billing below engagement by $X |
Billing WIP, invoice is over | Billing above engagement by $X |
Billing Service Price, invoice matches (or falls inside a range-priced band) | Invoice matches / within service prices $X (or $X - $Y) |
Billing Service Price, invoice is under the floor | Billing below service prices by $X |
Billing Service Price, invoice is over the ceiling | Billing above service prices by $X |
When the selection includes a range-priced service, the benchmark is a band rather than a single figure: the invoice reads as on target anywhere between the combined floor and the combined ceiling of the selected services' ranges, not just at one number.
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).
Only 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.
The Job field is locked on a job invoice, so the invoice always stays linked to that job.
Task and cost descriptions are trimmed to fit, up 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.
