Invoicing customers

If you have integration with QuickBooks Online or integration with Xero enabled, you can create invoices in those systems from completed visits in SortScape.

Start by going to the “Invoicing” screen where you will see a list of visits that have been completed but not yet invoiced.

Select the visit(s) you want to invoice and then click the “Create invoice” button at the top of the screen. If you selected multiple visits, it will combine all of those visits into one invoice. (Alternatively you can click on the visit from the schedule and click the “create invoice” button on the visit.)

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Select the visit(s) you want to invoice and click “Create invoice”

After clicking this button, you will be presented with a “Create invoice” form showing the line items already added for that visit. The line items are added based on the “invoicing basis” you specify for that visit (see below). On this form you can add, remove or edit line items and other invoicing details before creating the invoice.

By default, the billing contact will be same as the service contact specified for the property. You can, however, select a different billing contact to use when you create an invoice. When you change the billing contact and create an invoice, it will remember this contact as the default billing contact for that property on all future invoices while keeping the original contact as the service contact.

Click the “create” button in the bottom right hand corner to create the invoice in QuickBooks or Xero.

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If the billing contact you specify does not already exist as a customer in the connected QuickBooks or Xero account, then a new customer will be created in that system.

If a material referenced on an invoice line item don’t exist as a product or service in the connected QuickBooks or Xero account then a new product will be created in that system.

Note for QuickBooks Online users:

  • The invoice created will not be automatically assigned an invoice number if you have the “custom transaction numbers” setting enabled in QuickBooks Online. Ideally “Custom transaction numbers” should be turned off.
  • The “service date” field on the QuickBooks Online invoice line item will be the date the SortScape visit was completed.
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“Custom transaction numbers” must be turned off for invoice numbers to be assigned automatically

Setting the invoicing basis for a visit

When creating or editing a visit, you can set the “Invoicing basis” which specifies how that visit will be invoiced once it’s marked complete. The two options for the invoicing basis are:

  • Fixed price
  • Time and materials
  • Non-billable
Time and materials (default)

Visits on a “Time and materials” basis are invoiced based on the hours added for that visit in addition to any materials used. By default, all visits are created on the “time and materials” invoicing basis.

When you mark complete a visit on a “Time and materials”, you’re prompted to enter the time spent on that visit as well as any materials used (see time and materials).

For example, you may enter 2.5 hours + $25 in materials for a visit.

When creating the invoice for this visit, those hours and materials are automatically added as line items on that invoice. The “hourly rate” specified on the visit settings screen is used for calculating the price per hour. Alternatively, if you have selected a “Material for employee time” on the QuickBooks Integration settings page, then it will use the price from that material for the hourly rate.

In our example, if the hourly rate $50 then it automatically creates an invoice line item for $125 (2.5 hours x hourly rate of $50) and a line item for $25 in materials.

Fixed price invoicing basis

Visits with a “fixed price” invoicing basis are invoiced based on the price and quantity you specify when creating that visit. When creating a visit with a fixed price basis, you are prompted to enter the line item quantity, price and description which will appear on the invoice created from that visit. For example, you might enter a description of “Basic lawn care service” with a price of “$75” and a quantity of “1”.

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You can still enter employee hours for that visit but those hours will not appear on the invoice. Only the price, quantity and description specified above will appear on the invoice. In the example above, there will be just one invoice line item with the description “Basic lawn care” for $75 irrespective of how many hours were spent on the visit. Any materials added to the visit will also appear as line items on the invoice.

Non-billable invoicing basis

Any visits set to be non-billable will not prompt you to create an invoice after they are completed.

Tax treatment of invoices

SortScape respects the invoicing settings you’ve configured in QuickBooks Online and Xero where possible.

QuickBooks Online invoices

SortScape uses the tax settings on each QuickBooks Online product / service to determine:

  1. The tax rate to be applied on each invoice line item and
  2. (Australian, New Zealand, Great Britain) Whether the tax on each invoice line item is tax inclusive or tax exclusive
Xero invoices

Xero invoices are created as “drafts” in Xero.

To determine whether an invoice should be “tax inclusive” or “tax exclusive”, SortScape uses the Tax Defaults specified in the financial settings of your Xero account.

To determine the tax rate applied on each invoice line item, SortScape uses the “Tax Rate” set for the Xero Product or Service specified on the line item. If no tax rate is specified for that line item, Xero will use the default tax rate specified for the “sales account” on that Product or Service.