Invoices and getting paid

Creating an invoice

You can also create an invoice from scratch on the Invoices page when there is no quote behind it.

1. 1.The usual path: open an accepted quote or its job and create the invoice from it. Choose Full for the whole amount or Partial for a progress claim or deposit.
2. 2.Review the line items, due date and payment details.
3. 3.Send it. The customer receives it by email with your branding.

Due dates and overdue chasing

Every invoice has a due date, set from your payment terms. Each day VexOp checks your sent invoices, marks past-due ones Overdue and notifies you. Pair this with an automation that emails the customer when an invoice goes unpaid, and the awkward chasing happens without you.

How customers pay

Customers pay by bank transfer using the account details on your invoice. Card payment for your customers is not switched on at the moment.

When the money lands, record the payment on the invoice. The customer automatically receives a receipt, and the invoice moves to Paid in your list. With Xero, QuickBooks or MYOB connected, the payment goes to your books as well, and a payment recorded in your books first comes back to VexOp on its own.

Partial invoicing and actuals

A quote can be invoiced across several partial invoices, and VexOp tracks how much of it has been billed. Meanwhile timesheets and expenses recorded on the job build your actual costs, so the job shows the margin you really made, not just what you quoted.

Accounting sync

With Xero, QuickBooks or MYOB connected, each invoice goes across when you mark it Sent or email it, so your books stay right without double entry. See the article on connecting Xero, QuickBooks or MYOB.