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Create an Invoice
Create an Invoice

Learn how to charge and get paid for completed work, including labour hours, expenses and inventory used

Updated over a week ago

Through Invoicing in Loc8, you can easily charge your customers and get paid for work that you have logged against a job as completed tasks, labour time (on-site or travel), inventory used, or even arbitrary one-off charges.

Once you have created an invoice from a job you can send it to your customer and then manage its lifecycle, record payments, and close or void it as per standard invoice management practice, either right in Loc8 or via our dedicated QuickBooks Online, Xero or MYOB integrations.

Invoice values and associated payments are always reflected back against the initiating job for a centralised view, which is especially useful if you need to send multiple invoices for a single long-running job.

In this article, we will see how to 

Creating an Invoice from the Job Inspector

Creating an invoice in Loc8 is always achieved by invoicing accrued work log charges that are recorded against a job as any of the following:

  • Completed tasks

  • Labour time (on-site time or travel time)

  • Inventory used

Work logged against a job accrues a charge if

  • The charge template that was selected when the job was created specifies that log type as chargeable (i.e. Charge for tasks)

  • The completed task or log has a positive unit charge rate (this is typically pre-filled according to the Default rates or task templates that are configured when setting up your system)

  • It has not yet been invoiced (this is indicated by way of an orange invoice icon on each line item when it has already been invoiced)

Assuming all of the above criteria are met, and the job is in a lifecycle of Open, In-progress, On hold or Completed, then an Invoice button will automatically appear in the Financials section of the job.

NOTE: You can easily see the total charges for a job, along with Invoiced and Paid values in its Financials section.

STEP 1 Go to the Jobs tab and select the job to be invoiced.

An example is shown below for a job that has a tax inclusive total of $2095.50, with one existing invoice for $1380.50, including all of the completed tasks, and $715 in remaining accrued on-site and travel time charges ready for invoicing.

Here is the existing invoice for all of the completed tasks.

And here is the new invoice for the previously accrued on-site and travel time charges.

Creating an Invoice from a List of Jobs

To assist with capturing accrued job charges, you can see and search for all jobs ready for invoicing when clicking Create in the Invoices workspace.

STEP 1 View the list of jobs that are ready for invoicing with accrued charges.

A new invoice is created for the selected job.

The new invoices are available in Draft status.

From this stage onwards, the invoices will progress through their lifecycle based on the setup of your financial preferences i.e. in case of an existing financial integration, all Draft invoices will automatically sync with the connected accounting software, reflecting their changed status in Loc8 till you receive the payments, whereas, if you do not use any financial accounting software supported by Loc8 integrations, you'll be managing the invoices manually -- from sending them to the customers to receiving the payments, for more information, see Managing an invoice.

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