Use these instructions to create an invoice requesting payment for a:
- deposit before you start work on a job A job is the overall project that you or your organisation works on for a client. , or
- progress payment as the job proceeds.
When based on a quote, the deposit invoice can be for either a percentage of the originally quoted amount or for a lump sum.
Before you begin
Before you can create a deposit invoice for a job based on a quote A quote contains details of the costs that your client should expect to incur if they proceed with the job. There may be some variation between the quoted costs and actual costs, but your client should have some confidence that this variation will be small. In WorkflowMax there is no difference between an estimate and a quote, apart from the name. In practice, the client may expect that quoted costs will be more accurate than estimated costs, if the job goes ahead. See also Master quote. , the quote must have been accepted and turned into a job. For further details see Accept a quote or estimate.
Creating a deposit invoice
To create a deposit invoice for a percentage of the quote or for a lump sum:
- Create the basic invoice:
- In the Jobs menu, select Jobs.
- Drill down on the job number of the job that you wish to produce the invoice for.
- On the job detail screen, select the Financial tab.
- Select New Progress Invoice. The New Progress Invoice screen is displayed.
- The Folders checkbox is displayed only if there are folders currently set up on the job. Folders are ignored for deposit invoices, so you can ignore this checkbox.
- In the Invoice Type field, do one of the following. Select the option button to the left of:
- % of the quoted value – <amount>, and type the percentage amount of the original quote that you wish to invoice for. For example, type 50 to invoice for 50% (half) of the quoted amount shown.
- progress amount / deposit, and type the lump sum amount that you wish to invoice for (excluding any tax).
- Type the description you wish to appear on the invoice.
For convenience, you can create default descriptions for both types of progress invoice. For details, see Create a default progress invoice description.
- Select the Date to appear on the invoice.
- Next. The draft invoice is automatically saved. Any changes you make to it later will be saved automatically.
- On the New invoice screen, provide the following information, as required.
Field Description Contact
The client contact person for this invoice. Select the required person or click into the field and Add a new contact.
Invoice date. Can be changed to Yesterday, Today (default), Tomorrow, End of last month, End of this month or you can pick another date from the drop-down calendar.
The date the invoice is to be paid by. Can be changed to Today, 20th of next month, End of next month or you can pick another date from the drop-down calendar.
If the client has been allocated a Client Type, the Due date is calculated from the Payment Terms set there. If no Client Type is allocated, the Due date is calculated from the Payment Terms set in Organisation Settings > Invoice settings.
If you plan to send the invoice now, select the checkbox to mark it as sent. If you plan to send the invoice later, select the checkbox at that time.
The pricing method to use for prices in the invoice. Prices are calculated depending on the Invoice Type you selected earlier.
- Select Calculated price if you want to use the deposit amount shown.
- Select Fixed price if you want to specify the price directly for the deposit amount.
For further details about how Pricing mode works, see Fixed price quoting and invoicing.
The total checkbox (at right) indicates which billable items to include in the invoice for each folder or group of tasks/costs. The checkbox has four display options:
- (default) Select to include all items in this group in the invoice
- Deselect to include no items in this group in the invoice
- There are currently some items in this group to include in the invoice
- There are currently no items in this group.
Each individual group of tasks and costs also has its own total checkbox (to the left of the Name heading). This lets you quickly select (or deselect) a group of tasks or costs to include in the invoice.
The tax type and rate to apply to each billable amount in the invoice. If you have more than one rate set up, select the required rate. Tax names and rates are set in Organisation Settings > Financial settings.
- Check that the information shown is correct, then do one of the following.
Button Description Approve
Allocates an invoice number and changes the invoice status to Awaiting Payment. Once an invoice has been approved, its financial details cannot be changed.
Approve and print
Same result as Approve, but also displays the Print Invoice screen. Once an invoice has been approved, its financial details cannot be changed.
Options > Edit Opens the Edit Invoice screen to change basic (non-financial) details of the invoice. You can also use the edit link to open the Edit Invoice screen. Options > Delete
Deletes the current draft invoice. You might use this option if you found errors and wanted to start again.
There are significant differences between cancelling and deleting an invoice in WorkflowMax.
Options > Cancel
Option available for approved invoices only. Cancelling an approved invoice removes the invoice from WorkflowMax and voids the invoice in Xero, if you are using the Xero integration. Cancelling an invoice also leaves details of the invoice in the Financial tab of the job.
More to explore...
- Cancel or delete an invoice - For further details about the differences cancelling and deleting an invoice.