How do I set up fortnightly visits with monthly invoicing when using Xero or QuickBooks?

If you visit a customer fortnightly but bill them once a month, pick the method that matches how you charge.

Charge for the visits done that month

Use this when the bill depends on how many visits you did (two in most months, three in some). SortScape combines the month’s visits onto one invoice and sends it to Xero or QuickBooks, so each visit stays linked to the invoice it was billed on.

1. Keep Requires invoicing turned on for the fortnightly visits.
2. Complete the visits as normal through the month. Each one waits on the Completed tab under Invoicing (called Visits pending invoicing if you use SortScape built-in invoicing).
3. At the end of the month, open Invoicing and select Completed.
4. Set Group by to Group by contact, tick that customer’s visits for the month, and click Invoice.
5. Check the Create invoice form and submit it. You get one invoice with a line for each visit.

To do this for all your monthly customers at once, tick their visits and click Bulk invoice instead, with One invoice per set to Contact. See Bulk invoicing.

More detail on combining visits: Invoicing customers.

Charge the same amount every month

Use this when the customer pays a flat monthly fee whatever the number of visits.

1. Turn off Requires invoicing on the fortnightly visits, so they do not wait on the Completed tab.
2. Create a monthly recurring invoice for the customer in Xero or QuickBooks.

With this method the visits are not linked to an invoice in SortScape. Your scheduling stays in SortScape and the billing is handled entirely in your accounting software.