Accounting Settings for Invoicing (Xero)

Accounting Settings allows you to link and manage your accounting software, create and manage invoice types, statuses, payment terms and tax types.

We recommend configuring your accounting settings before connecting to Xero, to avoid unnecessary failed syncs and sync error messages.

In this article:

Accessing Your Accounting Settings

Setting Up Contact Types

Setting Up Invoice Types

Setting Up Invoice Statuses

Setting Up Account Types (OPTIONAL)

Setting Up Your Chart of Accounts

Setting Up Tax Types

Setting Up Payment Terms

Setting Up Invoice Item Types (External Article)

Accessing Your Accounting Settings

From the User Menu Panel, navigate to Settings > Accounting.

Setting Up Contact Types

To create a new contact type, go to Settings > Contacts > Types > Create.

In Xero, there are essentially only two contact types: customer and supplier.

Although Jobman will allow you to create many different contact types, it is important that you have at least one supplier type set up.

To create a supplier type, you must tick the box for "Is Supplier":

Setting Up Invoice Types

To create a new invoice type, go to Settings > Accounting > Invoice Types > Create.

When creating an invoice type in Jobman, you will need to provide the following information:

• Name - This is what the invoice type will be called in Jobman. You can use any name you choose,
• Code - This is what enables Xero to categorise your invoice type. The code must either be "ACCPAY" (if the invoice type is a bill which you pay to a supplier), or "ACCREC" (if the invoice type is an invoice which your customer pays to you).
• Classification - This is what enables Jobman to categorise your invoice type. The classification must either be "Payable" (if the invoice type is a bill which you pay to a supplier), or "Receivable" (if the invoice type is an invoice which your customer pays to you).

You can leave all other fields blank if desired.

• Account will automatically assign invoices of this type to the account which you specify.
• Invoice Item Type is not necessary for Xero.
• Default Percent will be taken from your quote value if an invoice of this type is generated from a quote, e.g. if you set the default percent to 80, then you create an invoice of this type from a quote, the invoice amount will default to 80% of your quote value.
• Ticking the box for Include all quote items will automatically take the specified percentage evenly from all quote items, e.g. if set the default percent to 80, then you create an invoice of this type from a quote, an invoice will be generated for 80% of all quote items.

The default invoice types provided by Jobman are: Bill, Full Invoice, Partial Invoice, Deposit Invoice.

You can have as many invoice types in Jobman as you want, provided they are all given the code "ACCPAY" and classification "Payable", or the code "ACCREC" and classification "Receivable".

Setting Up Invoice Statuses

Invoice statuses represent what stage in a process your invoice has reached, and what actions can/must be taken regarding that invoice.

Example: An invoice in "Draft" status cannot be sent or paid until it has been approved.

An invoice in Awaiting Payment status needs to be paid.

Invoice statuses in Jobman are slightly different from in Xero, but this doesn't matter as long as each of your invoice statuses in Jobman has a code that matches an invoice status in Xero.

We recommend setting up your invoice statuses in Jobman first, ensuring that they make sense for your process, and then assigning each of them a Xero code afterwards.

Go to Settings > Accounting > Invoice Statuses:

You will see a number of default invoice statuses, each with different settings.

Example: Invoices in Draft status are set as Default, and Can be updated and Can be submitted.

Invoices in Awaiting Approval status are Submitted, and Can be updated and Can be approved.

If you need to, you can either click into an existing invoice status to Update it, or you can click Create to set up a new status.

Once you are happy with the statuses you have and their settings, you can make sure all your statuses have a code that corresponds to a status in Xero.

The codes Xero allows are: DRAFT, SUBMITTED, DELETED, AUTHORISED, PAID, VOIDED.

You do not need to have all of these codes represented in Jobman, but it is recommended.

Setting Up Account Types (OPTIONAL)

Account types are not required for Xero. You may use the default Jobman account types when setting up your chart of accounts in Jobman. However, if you do wish to create a new account type, go to Settings > Accounting > Account Types > Create.

Enter a name and code for the account type (it does not matter what you use for these, as they will not interact with Xero), then click Create again.

Setting Up Your Chart of Accounts

You do not need to have every one of your Xero accounts represented in Jobman, but only those accounts which will be connected to the invoices, bills, etc. that you will be creating in Jobman.

To create a new account, go to Settings > Accounting > Accounts > Create.

To create an account in Jobman, you will need to provide the following information:

• The name of the account as it appears in Xero (see below)
• The account code as it appears in Xero (see below)
• Leave the Rounding box unticked unless you are specifically creating a Rounding account.
• Account type and tax type are optional. (Tax types can be set for individual invoices and invoice items at the time of creation; however, you might like to assign tax types to your accounts once you have set up your tax types).

Setting Up Tax Types

To create a new tax type (also called "Tax Rates" in Xero), go to Settings > Accounting > Tax Types:

You can either click into an existing tax type to Update it, or click Create to add a new tax type.

When creating or updating a tax type, you must provide the following information, which must match Xero's tax rate set-up for your region:

• Name
• Code
• Rate (e.g. percentage)

Setting Up Payment Terms

To set the default payment terms that will be applied to invoices and bills created in Jobman, go to Settings > Accounting > Payment Terms > Update and enter the information as required by your business:

You can override these payment terms for individual contacts, contact types, and invoices/bills as needed.

Setting Up Invoice Item Types (External Article)

Invoice item types are optional if you are using Xero. If you wish to set these up, read here for more information.

Well done! Your accounting settings are configured, and you are ready to connect Jobman to Xero.

You can update your settings at any time, so don't worry if you need to come back and make changes.