This article contains everything you need to know about invoicing in GeoOp if you are not integrated with any accounting software. If you are integrated with an accounting software you can read about invoicing here.
This includes:
Setting up your account for Invoicing
1 Invoice Settings
The first thing you'll want to do is configure your invoice settings. This will make sure that when are creating charges and invoices they have the correct rates and details on them. To get to your invoice settings go to the invoices icon in the navigation bar and then click on the three dots in the top right and select 'Settings', as shown below.
On this page you will find the following:
Default Tax Rates for Labour and Parts Charges
Setting a default tax rate to be added to your charges and parts can make it quicker when adding charges to jobs
You can still modify those on a charge by charge basis if needed
Default pricing as inclusive / exclusive tax
Tax Rate Management
Customise the name and rate for each of your Tax Rates
Country Invoicing Options
Add your ABN / NZ GST Number or similar
2 Invoice Templates
The second step is to set up a Template for your Invoices. GeoOp allows you to create a custom invoice template via our Document Templates. Below we have detailed our recommendation for setting up your Invoice template.
Create a copy of the existing template 'Quote'
Update the following areas of the template:
Update the name of the template to Invoice
Remove 'job title' and replace with TAX INVOICE
Type 'Invoice # INV-' before the dynamic field for 'job reference', this will make all your Invoice numbers INV-[Job-reference]. E.g. INV-1001
Replace 'Quote' with 'Invoice Issue Date'
Replace 'Quote is valid for 1 month' with Invoice due: 1 month from issue date
On the settings cog (found next to the copy button) for your new template, set 'Show Invoiced' to 'Yes'.
Hit Save
If you'd like some help setting up your invoice template please reach out to our support team either via the chat bubble or via email at support@geoop.com.
Ultimately you can customise the template to be however you need it to be for your business, so you're not stuck with a one size fits all structure.
Here is an example of what the invoice could look like using our recommended template:
3 Invoice Statuses
The last thing you'll need to manage your invoice flow is some custom Job statuses for invoicing. You can set these up by going to your Jobs list, clicking on the three dots in the top right and then selecting Settings as shown below.
Here you will see your list of Job Statuses. You can then add your additional job statuses for invoicing, for example: Ready for Invoicing, Invoiced, Invoiced Paid
We recommend adding all of your invoice statuses to the grey status category, as this represents Jobs that are completed.
Top Tip
Add as many, or as few statuses as will work for your own business
That's it, you're all set up to Invoice in GeoOp now! Learn more about how to Invoice on Jobs below.
How to Invoice a Job
We've outlined below the simple steps to Invoicing a Job in GeoOp.
Navigate to the Job that you want invoice and ensure there are Billable Charges ready to be invoiced
You can read more about creating jobs here.
Tip: You can tell if a charge is Billable by checking under the 'Billables' column that the checkbox is marked with a tick.
Click the Invoice Button to generate the Invoice Run
You'll then be taken to the invoice run page. On this page it is possible to download a CSV or Excel file of your invoice. You can also undo the invoice run if needed.
Generate an Invoice Document
Once you've created the invoice run, go back to the job and go to the 'Create Document' button at the top of the job. From here select the template you created in this step. A PDF copy of the invoice will then be saved into the Notes & Documents section of the job.
We recommend opening the PDF file just to check if all of the information is correct. Below is an example of an Invoice generated from this template.
Send the Invoice to your Client for Payment
Once you've generated your invoice PDF file, you can send it to your client by clicking on the 'Send Message' button on the Messages tab. From here select the invoice you have just created to attach it the message.Note: Attachments won't work via SMS
To learn more about managing Payments in GeoOp, click here.
Top Tips:
It is possible to invoice a job more than once, if you add additional Charges after the first invoice, your next invoice run will contain the remaining Charges.
You can decide which Charges you want to include on an invoice by using the checkboxes on the right side of the Charges table. Select the Charges you want to invoice first, and then select the invoice button
Managing your Invoices
Invoice Workflows
To view jobs that are ready to be invoiced and your invoice runs, click the invoice icon in the navigation bar as shown below.
Those invoice statuses that we set up earlier are the best way to manage where all your invoices are at. Find the coloured status filter and click it to see a breakdown of all the Jobs with Charges that fall within that status colour.
Bulk Invoicing
From the Invoices tab within the Invoices area of GeoOp, it is possible to Invoice your Charges in bulk. In this tab you will see a list of Jobs with billable Charges that have not yet been invoiced.
We recommend using the filters on this page to ensure you are only invoicing the Jobs that you intend to invoice. Highlighted below you will see filters for status, date, type of Charge, scheduled vs. unscheduled as well as other advanced search options.
For example, you may only want to bulk invoice Jobs that were
Within the last month
Have a grey status (completed)
Belong to a specific client
Once you have filtered this list to be only the jobs you want to invoice, you can then check through the charges and make sure they are already ready to be invoiced as well. If you'd like to remove a charge from the Job, you can do so by clicking the grey minus button next to the Charge.
In the example below, we can see we have added a 'Quoted' Charge (identifiable by the grey icon) as a Billable for this job. That's incorrect, so we can delete it by clicking the minus button.
If you have items that you don't want to remove, but aren't ready to be invoiced, we can use the checkbox functionality down the left side of the page to select which Charges should be invoiced for each job. Simply deselect the charge you don't want to invoice.
Once you're ready, click the 'Create Run' to bulk invoice your Charges! This will set all of those Charges to Invoiced.
Top Tips:
Don't forget to change the status on the Jobs that you've invoiced so that everyone you are working with knows where that job is up to in the flow.
To read more about managing client payments for those invoices click here.
If you use bulk invoicing to generate your invoices, you'll see all of the Jobs and Charges from each Invoice Run you create within the one Invoice Run.
Invoice Runs
The Invoice Runs tab will show you a list of all of the invoice runs you have already created. You can get to your invoice runs by clicking on the invoices icon in the navigation bar, and then clicking on the invoice runs tab.
From here on the left hand side you will see a list of all your invoice runs, simply select any of those runs to see the details of it. When viewing the details of a run, it is also possible to download a CSV or Excel file. If you need to make some amendments to a run, you can undo in the invoice run my clicking the 'undo invoice run' button.
Top Tip:
If you use bulk invoicing to generate your invoices, you'll see all of the Jobs and Charges from each Invoice Run you create within the one Invoice Run.
Undoing an Invoice
Once a Charge has been invoiced on a job, it cannot be changed without undoing the "invoice run".
To identify whether an item has been invoiced or not, simply view the final column "Invoiced" from within the Charges tab of any job. If the contents of the box contain the word "Yes" then this item has already been invoiced and the invoice run will need to be undone to edit the item.
To undo the invoice, simply click on the word "Yes", this will now take you to the invoice run page, then select "Undo Invoice Run"
If you return to the Charges tab the Invoice column will now display the word "No", in which case you can freely make any changes to the item.