Invoices can be generated for client service billing. In order to generate an invoice, the following are required:
- Shift: Service Information (assigned client, staff, time, location, date etc)
- Prices: Correct rates entered into the database as these are used to determine the cost of each service
- Client contact (or billing contact): Correct client details as these will be used to send the invoice to the client being billed
- Client's NDIA number: Correct client NDIA number is entered in the client's details page (for NDIS claims). Read NDIS Bulk Claim to find more information on NDIS claims.
Before generating an invoice for services provided to a client, please ensure that the information above has been applied where applicable.
Once all information has been appropriately entered into the database, follow the below steps to generate an invoice
- Go to Client billing page.
- Select service to be invoiced
- Select- Tax Exclusive vs Tax Inclusive
- Create invoice
- Clear invoice by making a payment
Client Billing Report
Firstly select the client that the invoice will be generated for from the client list. Once the client has been selected, navigate to the client Billing Report.
From the client billing page, select the services (shifts) that are to be invoiced. If all services are being invoiced you can opt for the Select All option.
Select Services to be Invoiced
Selected services will be highlighted green whilst already-invoiced services will have the a be highlighted blue.
Once services have been selected, the total amount to be invoiced will be displayed in a price box at the bottom right of the screen.
To generate multiple invoice, click on Select All at the bottom right of the page. Doing this will select all invoices that are still to be paid and have their correct rates inputted.
Note: Select All only selects invoices from the page currently being viewed. For multiple pages increase the number of records shown per page.
Tax Exclusive vs Tax Inclusive
Click on the green bar and a drop-down menu with the options Tax Inclusive and Tax Exclusive will appear. Select which option applies to you. Once this is done, you will be directed to the invoice.
Tax Exclusive: Exclude tax charge from the total price (this will be displayed as GST 10% in Xero). This means that 10% Tax will charged in addition to the invoiced amount. For more information on this read Display GST in Xero Invoice Export
Tax Inclusive: 10% Tax charge will be included in the total invoiced amount.
Select which is applicable to your organisation's work flow. After choosing tax inclusive/exclusive you will be directed to the invoice summary page where you can finalise the invoice details. From here you can also choose to invoice Kilometres and Hours separately by selecting/deselecting the boxes next to them.
After all details have been applied as required, select the blue Create option at the bottom right of the page. When the invoice has been created there will be an Unpaid label at the top right of the invoice
Once an invoice has been paid, you can clear it be entering the amount paid along with the payment reference number and the date the invoice was paid. Click Submit to finalise clearing the invoice.
All created invoices will be added to the Invoice List. This list includes all unpaid, paid and overdue invoices.