# Job Invoice
# Job Costing Invoicing
#### **Invoicing**
1. As a fully Completed Job
2. 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.”**
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2025-11/aokimage.png)
##### 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.
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2025-11/FvFimage.png)
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
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2025-11/hszimage.png)
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.
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2025-11/Ztzimage.png)
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.
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2025-11/nnLimage.png) [](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2025-11/RG7image.png)
- Click **Create Invoice**
- Click **Continue**
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2025-11/2miimage.png)
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
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2025-11/k0Eimage.png)
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.
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2025-11/4fcimage.png)
| [](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2025-11/UZdimage.png)
| 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 |
| [](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2025-11/YQximage.png)
| 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**
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2025-11/2L5image.png)
| Invoice - All Lines
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2025-11/UkSimage.png)
| You would select All Lines to be invoiced if you selected the be button to invoice your job
|
| Invoice - To Invoice Lines
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2025-11/S90image.png)
|
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.
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2025-11/TMuimage.png)
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.
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2025-11/G6Rimage.png)
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
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2025-11/uNRimage.png)
You will now be able to see as shown below what the invoice will look like when sent out.
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2025-11/ciiimage.png)
Once you are happy with it all
- Click "**Save**"
- Click "**Close**"
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2025-11/iARimage.png)
- **Highlight** the line of the invoice you want to process and send out.
- Click "**Process**" at the top of the screen
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2025-11/3UQimage.png)
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**"
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2025-11/wgwimage.png)
And then you will get the next screen
- Click "**Continue**"
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2025-11/gjNimage.png)
You'll see the screen below indicating that the system is compiling and processing all transactions related to this invoice.
- Click "**Continue**"
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2025-11/qRRimage.png)
This is the final screen where you can make any last adjustments to your invoice.
- Click "**Continue**"
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2025-11/jlNimage.png)
| 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
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2025-11/kFlimage.png)
---
##### 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.
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-01/Kknimage.png)
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.
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-01/ppmimage.png)
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.
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-01/OfLimage.png)
The invoice will have a column now that will show the name of the employees and how many hours they did on the job.
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-01/131image.png)
In order to discount the hours or change the hours for this invoice you will need to click Invoice All Quantities (Inv. All Qtys)
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-01/Ouzimage.png)
- Click **Continue**
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-01/lxiimage.png)
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.
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-01/Hqzimage.png)
---
# 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.
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2025-03/tYgimage.png)
##### **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)
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2025-03/L87image.png)
##### **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
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2025-03/MqHimage.png)
# 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
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-06/IjZimage.png)
Click Add
Enter the required Item code
Enter the quantity
Check the selling price and amend if required
Click Save and close
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-06/feOimage.png)
Click Approval Options tab
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-06/2Jrimage.png)
Select Approve to Job
Enter a Description
Check the Order number
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-06/Pb1image.png)
Click Continue
Make a note of the Job number (if necessary)
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-06/UXDimage.png)
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
[](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2026-06/g4Rimage.png)
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
.png)
Select Percentage Invoice from the “Type of Invoice” Drop down
NOTE: DO NOT CLICK FINAL INVOICE BOX AT THIS STAGE
Click Create
.png)
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
.png)
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.
.png)
The ledger account entries for this invoice will be as follows:
.png)
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
.png)
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
.png)
Click Close to close the Job
.png)
The Ledger entries for this invoice will be as follows
.png)
Accumulatively the ledger accounts will look as follows:
.png)
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.
.png)