How to Create and Sync Invoices
Once you have connected Jobman to your accounting software, you can create invoices from quotes, jobs, and projects, and sync them to your accounting software.
- Submit an invoice from Jobman to your accounting software, and you can then email the invoice to your customer or schedule a payment to your supplier.
- When a payment is made or received, your accounting software will update the invoice status in Jobman.
In this article:
Creating an Invoice
To create a new invoice, follow these steps:
From the User Menu Panel, navigate to Invoices and click Create:
Note: You can also create invoices from leads, quotes, or jobs.
- Choose your contact (client or supplier) from the dropdown menu or start to type the contact name. If they have been added yet, click Add a New Contact to create.
- Choose the type from the dropdown - invoice/credit/bill.
- Enter your reference if you have one - PO number etc.
Click 'Create'. You will now be redirected to edit the invoice, where you will see:
- Invoice Number, Status and Type.
- Reference, Date Created, Due Date and your Invoice Template.
- Add New Items.
- Invoice Preview.
You can change the Status or Type of the invoice by click on the button that says 'Draft' or 'Bills'.
Please note: Jobman will automatically assign an invoice number to newly created invoices (ie: JMINV-0061). This invoice number will be replaced with the one in your accounting software when synced with Jobman.
Please note: only invoices with the draft status can be edited.
Adding Invoice Items
To add items to your invoice, click the 'Add New' button as shown below.
Choose either 'Line Item' to add a product or service or 'Invoice Subtraction' to allocate a credit.
To add a Line Item, in the pop up, enter the name of the product or service, choose the relevant account and tax type and click create.
To update the quantity, pricing or to add a discount %, double click on the relevant field and update.
Once you've added your items, you can preview the invoice and save changes.
This will save your invoice as a Draft.
|
|
Syncing & Sending Invoices
Once the invoice is in a status in which it can be submitted, you will see the option to Submit the invoice, alongside the Update and PDF buttons.
Click Submit to sync the invoice to your accounting software.
Please Note: Invoices in your accounting software prior to integrating with Jobman will not appear in your Jobman software after connecting.
Similarly, invoices created in Jobman will not appear in your accounting software until you submit them.
Once submitted, Jobman will attempt to create the invoice in your accounting software, where you will be able to approve and send to the contact.
When the invoice has successfully been submitted, Jobman will sync any subsequent changes to the invoice, including payments recorded in your accounting software.
|
|
Sending Invoices via Jobman:
In order to be able to send out invoices in Jobman, the invoice must be in a status that has 'Can be Sent' ticked on under Invoice Status and the user must have the 'Can Send Invoices' checkbox ticked under their Staff Role settings.
Updating Invoices
After accessing the invoice page, you can use various functionalities for that invoice. Including updating, emailing, creating a PDF and delete.
To update the invoice, click on the update button at the top of the page, from here you can change or update existing items by clicking on them & making the required adjustment. You can add new items using the button 'Add a New Item'.
Once you've completed your update, click 'Save Changes' to update the invoice.
Remember: you can only edit invoices in certain statuses.
Invoice Statuses
Each status will provide you with different functions. Learn more about these here: Invoice Types & Statuses.
For example, if you change the status to 'Awaiting Approval', this will now have an 'Approve' button inside the invoice. Once approved, this will move to the next step.