Job Invoice

Job Costing Invoicing
Invoice Value Summary
Job Costing Percentage Invoice
Job Lines clear "To be invoiced" flag

Job Costing Invoicing

Invoicing

As a fully Completed Job
Line by Line

Invoicing a fully completed job

Once the job is fully completed and all line items have been managed, you can click the “Thumbs Up” icon at the top tabs, labeled “Ready to Invoice.”

Invoicing a Job by Line/s

For line-by-line invoicing, each line item includes a dot under the “To Inv” column. Clicking this dot will change it to a “Thumbs Up” icon, indicating that the item is ready to be invoiced. Once selected, the line will be moved over to the invoice.

To invoice a Job go to Job Invoice

Job Costing > Activity > Job Invoice

You will see that your invoice is sitting in the "Ready For Invoice" tab

Double click on the invoice line to open the invoice

You will then need to choose what type of Invoice you are creating

Percentage-Based Invoicing - Percentage invoicing enables you to specify a billing amount and include a summary description, while concealing detailed line items. This approach facilitates progressive billing over the duration of a project: for example, when a client pays 25% upfront to initiate work, followed by three equal monthly payments covering the remaining 75%. This does not look at what has or has not been managed on a job.
Usage/Actual Invoicing - Usage or Actual Invoicing allows you to bill based on real-time job progress, capturing actual hours worked, materials used, or completed tasks. It displays detailed line items and supports flexible billing as the job evolves—ideal for time-and-materials work or projects with variable scope and deliverables.

Once an invoice type, either Usage or Percentage, is selected for a job, it becomes fixed and cannot be changed. This selection determines how the job will be invoiced through to completion. After choosing the invoice type, the next screen will display the job number and confirm the selected invoicing method

Next, indicate whether this is the final invoice by ticking the Final Invoice box.

If you do not tick "Final Invoice," the job will remain open. You will also be able to do multiple invoices on this job.
If you do tick "Final Invoice" and all work is complete, the system will automatically check for any open documents related to the job and alert you. These documents must be closed or cancelled before the invoice can be processed.

Click Create Invoice
Click Continue

Once you create a final invoice you will not be able to open the Job in Manage Job

The invoice will now appear under the "Job Invoices" tab, having moved from the "Ready For Invoice" tab. In the "Final Inv." column, you'll see either "Yes" or "No" based on your earlier selection. This view also confirms the invoicing method chosen, either Usage or Percentage.

Double Click on the Invoice line to open the invoice

At this stage, all values are set to zero, prompting you to specify what you’d like to invoice. For a straightforward job, simply click the green "Invoice All Qtys" button to proceed as shown in the below screenshot.

	By clicking "Inv. All Qtys" to add total to your invoice it will add all lines including all Cost to Company (CTC) Lines. These can be deleted in added accidently
	By selecting "Inv. All Qtys & Display," you’ll be able to choose which items appear on the invoice with or without a dollar value. To configure these display settings, click on the second tab labeled "Cost To Company."

The below Manage Invoice All Qtys window will pop up:

You will then select "Invoice - All Lines"
Click Continue

Invoice - All Lines

You would select All Lines to be invoiced if you selected the be button to invoice your job

Invoice - To Invoice Lines

If you’ve marked specific lines for invoicing using the thumbs-up icon in the "To Inv" column, proceed by selecting the "To Invoice Lines" option to generate an invoice for only those approved items.

Once you have clicked "Continue" you will see that the values have pulled through from the Job.

At this point you can make any necessary changes to this invoice before finalizing it.

Reminder: If you've selected "Final Invoice," no further invoices can be generated for this job. Any managed lines that are not invoiced at this stage will be written off automatically by the system (CTC). However, if you've chosen to invoice only selected lines, you can adjust the quantities here, and any remaining balance will be available for invoicing at a later stage.

Before proceeding with this invoice, please review the Cost to Company (CTC) tab. To display specific lines on the invoice, enter a value in the corresponding "Display Qty" field. Note: this will show the line items without revealing any cost or sell price.

To view the invoice to check how it will be displaced

Click the "Print" button at the top and
Click "Continue" on the "Job Usage Invoice Print" Screen

You will now be able to see as shown below what the invoice will look like when sent out.

Once you are happy with it all

Click "Save"
Click "Close"

Highlight the line of the invoice you want to process and send out.
Click "Process" at the top of the screen

If an item on the invoice is marked as "Cost to Company"—meaning it's not charged to the customer—you’ll see the following prompt to confirm.

Click "Yes"

And then you will get the next screen

Click "Continue"

You'll see the screen below indicating that the system is compiling and processing all transactions related to this invoice.

Click "Continue"

This is the final screen where you can make any last adjustments to your invoice.

Click "Continue"

Details	This changes the view of your invoice when clicking print
Show Zero Balances
Layout Selection
Terms & Conditions
Layout

The invoice is now finalized and ready to be sent to your customer for payment. Once issued, it will automatically close the associated job.

Click "Print" or "Email" to send this final invoice out to the customer

Job Invoice - Split by Employee

This option uses a Labour stock code (Service Item) to divide the total hours for a job among multiple employees. It also allows you to apply discounts to the hours worked by specific employees.

In Manage Job, you can allocate hours to the job and assign those hours to a specific employee by selecting their name from the dropdown menu.

When invoicing you will get the below screen. Here you will need to tick the "Split by Employee" box which will then separate the employees on the invoice.

The invoice will have a column now that will show the name of the employees and how many hours they did on the job.

In order to discount the hours or change the hours for this invoice you will need to click Invoice All Quantities (Inv. All Qtys)

Click Continue

To reduce or discount the hours for a specific employee, locate the Process Qty field highlighted in green. By clicking into the relevant cell, you can adjust the number of hours you wish to bill for that particular employee.

Invoice Value Summary

Summary invoice values allow items to be grouped and displayed as totals, rather than showing each individual line on the invoice.

These values appear at the bottom of the invoice
Individual line items are hidden, while totals are grouped by item type

Item Types

Service = Labour
Custom = Consumables
Stock = Materials

Setup

To include items in the invoice summary:

Tick the relevant items
These will be hidden from the main invoice lines
Their values will be grouped and displayed as totals in the summary section

Value Summary Setup - Inventory Item

This screen shows how the Invoice Value Summary is configured at an item level within Inventory Setup.

By ticking the “Invoice Value Summary” checkbox (highlighted on the screen), the selected inventory item will not display as a separate line on the invoice. Instead, its value will be:

Hidden from the main invoice detail
Grouped into the summary totals at the bottom of the invoice (e.g. Labour, Consumables, Materials)

This setting is applied per item, allowing you to control which items are summarised versus shown individually.

Value Summary Setup - Update a Job Line

This screen shows how to control whether a job line is displayed individually on the invoice or included in the Invoice Value Summary.

To update a job line:

Open the job and select the relevant line
Go to the Job Detail tab (highlighted in the screen)
Tick the “Invoice Value Summary” checkbox

What this does

When the Invoice Value Summary option is selected on the job line:

The line will be hidden from the detailed invoice view
The value will instead be grouped into the summary totals at the bottom of the invoice (e.g. Labour, Consumables, Materials)

Value Summary Setup - Job Invoice Line

This screen shows how to control whether an item is displayed individually on the invoice or included in the Invoice Value Summary.

To update this on a job invoice line:

Open the Invoice Line
Tick the “Invoice Value Summary” checkbox (highlighted on the screen)

What this does

When Invoice Value Summary is selected:

The line will be hidden from the detailed invoice view
The sell value is still included, but grouped into the summary totals (e.g. Labour, Consumables, Materials) at the bottom of the invoice

Job Costing Percentage Invoice

Go to Job Costing Module > Activity> Quotation

Click Add to create a new Quote

Select the customer

Enter a Reference

Enter the Order Number

Click Save

Click Add

Enter the required Item code

Enter the quantity

Check the selling price and amend if required

Click Save and close

Click Approval Options tab

Select Approve to Job

Enter a Description

Check the Order number

Click Continue

Make a note of the Job number (if necessary)

Click OK

The Job has now been opened and can be found under the Managed Job Menu

Go to activity> Manage Job> Enter the job Number> Click Search

The client/ Job Manager/ Installer can then sign the picking slip as acknowledgment of receipt of the item(s)

Prior to installation, you may need the client to pay a deposit of the total order value.

This is done by way of a Percentage Invoice:

Go to Activity> Job Invoice>

Click Insert

Enter the Job Number and Press Enter

Select Percentage Invoice from the “Type of Invoice” Drop down

NOTE: DO NOT CLICK FINAL INVOICE BOX AT THIS STAGE

Click Create

Enter the Deposit amount to be invoiced

Enter the estimated Cost of this invoice.

Note: assuming you require a 50% deposit to be paid upfront, then the cost amount to be entered here will also be 50% of the total order cost

In our example: Selling price per unit equals R 150

Cost Price per unit equals R 100

Total Selling Price = R 7500 (50x R150)

Total Cost Price = R 5000 (50x R100)

This 50% Deposit equals R 3750

And 50% Cost equals R 2500

Enter a description to be printed as a invoice line on the invoice.

Click Save and Close

Click Close

Check that the correct invoice is highlighted

Click the Process Tab

Click Process button

The invoice will print to screen. You can now print a hard copy and/or email the invoice as required.

The ledger account entries for this invoice will be as follows:

Upon completion of the job, you will then need to create an invoice for the balance of the amount due.

Go to Activity> Job Invoice> Click Insert

Enter the Job Number and press Enter

Click Final Invoice Box

Click Create

Enter the remaining balance to be invoiced

Enter the remaining estimated Cost

Enter the Description to be printed on the invoice Line

Click Save and Close

Click Close

Click The Process Tab and then click the Process Button

Ensure that the drop down is selected as “Stock Write Off”

(This is to remove the stock from the system)

Click Continue

The final Invoice will then print to screen and you can print a hard copy or email as required

Click Close to close the Job

The Ledger entries for this invoice will be as follows

Accumulatively the ledger accounts will look as follows:

NOTE:

Since the cost of the items are estimated initially, upon closure of the job, the Actual system average cost will be posted to the Work in Progress Account.

This will result in the Work in progress account not being cleared out.

You will then need to process a journal in order to clear the Work in progress account. The contra account being most likely the Cost of Sales Account. (in order to realise the actual cost on your financials)

Job Lines clear "To be invoiced" flag

Each job line includes a To Be Invoiced indicator, displayed as a thumbs-up icon in the To Inv column.
A highlighted thumbs-up icon indicates that the line is selected and will be included in the next invoice.

To clear all To Be Invoiced flags, use the Clear All Lines To Invoice button after completing the invoice for the job.

This will remove the thumbs-up icon from all job lines and reset them for future invoicing.