How do I set up fortnightly jobs 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 jobs done that month

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

1. Keep Requires invoicing turned on for the fortnightly jobs.
2. Complete the jobs as normal through the month. Each one waits on the Completed tab under Invoicing (called Jobs 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 jobs for the month, and click Invoice.
5. Check the Create invoice form and submit it. You get one invoice with a line for each job.

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

More detail on combining jobs: Invoicing customers.

Charge the same amount every month

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

1. Turn off Requires invoicing on the fortnightly jobs, 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 jobs are not linked to an invoice in SortScape. Your scheduling stays in SortScape and the billing is handled entirely in your accounting software.