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Managing Invoices

ZYNOFF
Updated

Overview

ZYNOFF's invoice management system allows you to generate invoices from jobs, track payment status, and manage your accounts receivable efficiently. Invoices can only be created from within the Customer Invoices tab of a job. This guide covers generating invoices, customising invoice details, collecting payments, managing invoice statuses, and downloading invoices for your records.

Getting Started

To create invoices in ZYNOFF, you must access the Customer Invoices tab within a job. Invoices can only be generated from jobs, not as standalone documents.

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Accessing invoice creation

To create an invoice:

  1. Navigate to Generate Revenue > Jobs from the left sidebar
  2. Select the job you want to invoice
  3. Click on the Customer Invoices tab within the job details
  4. Click the green Generate Invoice button

All invoices must be created from within a job's Customer Invoices tab. You cannot create invoices directly from the main Invoices list page.

Viewing all invoices

Whilst invoices can only be created from jobs, you can view and manage all existing invoices by navigating to Generate Revenue > Invoices. This list page allows you to:

  • View all generated invoices
  • Filter by status and date
  • Access existing invoices to collect payments, download PDFs, or update statuses

Step 1: Creating an invoice from a job

Invoices in ZYNOFF can only be created from the Customer Invoices tab within a job.

Prerequisites for invoicing

Before creating an invoice, ensure:

  • The job has scheduled phases with products or services
  • Items are assigned to phases in the Scheduling tab
  • Variations (if any) are approved and scheduled

Important: Only scheduled items will appear when generating invoices. Unscheduled products, services, or variations cannot be invoiced.

Accessing the Customer Invoices tab

  1. Navigate to Generate Revenue > Jobs from the left sidebar
  2. Select the job you want to invoice
  3. Click on the Customer Invoices tab within the job details page
  4. Click the green Generate Invoice button in the top right
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Reviewing invoice details

Once you click Generate Invoice, ZYNOFF opens the invoice creation page with pre-populated information from the job.

The invoice creation page displays:

  • Customer information: Name, phone, email, and site address
  • Invoice Number: Automatically generated (e.g., Inv003)
  • Subject: Job title automatically populated from the job
  • Issued date: Current date (editable)
  • Payment due: Calculated based on payment terms (editable)

Step 2: Adding invoice items

ZYNOFF allows you to add invoice items by phase (section), enabling flexible phase-wise billing for your jobs. Only scheduled items can be added to invoices.

Understanding phase-wise invoicing

ZYNOFF's phase-wise invoicing gives you control over when and what you bill:

  • Selective billing: Invoice only completed phases whilst work continues on others
  • Progress invoicing: Bill customers as each phase is completed
  • Flexibility: Choose which phases to include in each invoice

Important: Products, services, and variations must be scheduled to a phase before they can be invoiced. Unscheduled items will not appear in the invoice generation options.

Adding phases to the invoice

  1. Locate the phase you want to add to the invoice (e.g., "Site Preparation & Foundation")
  2. Click the green Add to Invoice button next to the phase heading
  3. The phase and all its scheduled items are added to the invoice
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Customising invoice values

When you click Add to Invoice for a phase, ZYNOFF displays the phase items in an editable format. You can also continue to customise values throughout the invoice creation process before finalising:

  • Quantity (Qty): Adjust the quantity if needed
  • Cost: Modify the cost per unit
  • Price: Change the selling price
  • Markup: Update the markup percentage
  • Tax: Adjust tax percentage
  • Discount (Disc): Apply discounts
  • Total: Automatically recalculates based on your changes

You can customise these values at any point during invoice creation:

  • After clicking Add to Invoice for each phase
  • While reviewing the invoice before clicking Generate Invoice
  • Simply click into any field to edit the value

This flexibility allows you to adjust pricing, quantities, or discounts at the time of invoicing without changing the original job details.

Understanding invoice phases

Each invoice phase displays:

  • Section Title: The phase name from the job (e.g., "Site Preparation & Foundation")
  • Description: Optional description field for additional details
  • Product/Service table: Lists all scheduled items with quantity, cost, price, markup, tax, discount, and total
  • Collapse option: Minimise phases to focus on specific areas

Adding additional phases

If you need to add more items:

  1. Click the green Add Phases button at the bottom of any section
  2. This allows you to include additional job phases or create custom line items
  3. All added items automatically calculate in the invoice totals
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Step 3: Customising invoice messages and payment terms

ZYNOFF allows you to add personalised messages and payment terms to your invoices. These messages appear on the invoice PDF sent to the customer.

Adding a customer message

  1. Scroll to the Customer Message section
  2. Enter your message in the text field

Setting payment terms

  1. Scroll to the Payment Terms section
  2. Enter your payment terms in the text field

Step 4: Reviewing and customising invoice totals

Before finalising the invoice, review the automatically calculated totals displayed on the right side of the page. You can continue to edit individual line item values at this stage if needed.

Making final adjustments

At any point before clicking Generate Invoice, you can:

  1. Click into any field in the product/service table to edit values
  2. Adjust quantities, prices, markups, or discounts
  3. Watch the totals automatically recalculate
  4. Make as many changes as needed before finalising
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Understanding invoice calculations

The invoice totals section shows:

  • Subtotal: Total of all items before discounts and tax
  • Discount: Any discounts applied (if applicable)
  • Total with Discount: Subtotal minus discounts
  • Tax: Calculated tax amount based on your tax settings
  • TOTAL: Final amount due from the customer

Finalising the invoice

  1. Review all invoice details for accuracy
  2. Ensure all sections, items, and totals are correct
  3. Click the green Generate Invoice button at the top right
  4. ZYNOFF creates the invoice and changes the status to "Open"

Step 5: Managing invoice statuses

Once an invoice is generated, you can manage its status through the invoice actions menu.

Understanding invoice statuses

ZYNOFF tracks invoices through multiple statuses:

  • Open: Invoice has been generated and is awaiting payment
  • Approved: Invoice has been approved
  • Paid: Invoice has been fully paid
  • Closed: Invoice has been closed

Changing invoice status manually

  1. Open the invoice you want to update
  2. Click the Open dropdown button at the top right
  3. Select the appropriate status from the menu
  4. The invoice status updates immediately

Step 6: Collecting payments

ZYNOFF allows you to record payments against invoices and track the outstanding balance.

Recording a payment

  1. Open the invoice you want to collect payment for
  2. Click the Actions dropdown button at the top right
  3. Select Collect Payment

Entering payment details

The Collect Payment modal opens with the following fields:

  1. Method: Select the payment method from the dropdown (e.g., Bank Transfer, Cash, Cheque, Card)
  2. Amount: Enter the payment amount (pre-filled with the invoice balance)
  3. Transaction Date: Select the date the payment was received
  4. Reference Number: Enter any reference number or transaction ID (optional)
  5. Details: Add any additional payment notes (optional)

Saving the payment

  1. Review all payment details
  2. Click the green Save button
  3. The payment is recorded and the invoice balance updates

Step 7: Viewing invoice payment history

Once payments are recorded, you can view the complete payment history for an invoice.

Accessing payment records

  1. Open the invoice
  2. Scroll to the Payments section at the bottom of the page
  3. View all recorded payments with transaction date, reference number, method, and amount

Understanding invoice balance

After a payment is recorded, the invoice shows:

  • Total Net Payments: Sum of all payments received
  • Invoice Balance: Remaining amount due (Total minus Net Payments)

When the invoice balance reaches 0.00, the invoice status should be changed to "Closed" or "Paid".

Step 8: Downloading and sharing invoices

ZYNOFF allows you to download invoices as PDFs and preview them from the customer's perspective.

Downloading the invoice PDF

  1. Open the invoice
  2. Click the Actions dropdown button
  3. Select Download PDF
  4. The invoice PDF downloads to your device

Previewing as customer

  1. Click the Actions dropdown button
  2. Select Preview as Customer
  3. View the invoice exactly as your customer will see it

Sending the invoice via email

  1. Click the Send Email button at the top of the invoice page
  2. ZYNOFF sends the invoice PDF to the customer's email address
  3. The customer receives the invoice with payment instructions

Step 9: Voiding an invoice

If you need to cancel an invoice, ZYNOFF allows you to void it.

Voiding an invoice

  1. Open the invoice you want to void
  2. Click the Actions dropdown button
  3. Select Void Invoice
  4. Confirm the void action
  5. The invoice status changes to voided and cannot be edited

Note: Voiding an invoice does not delete it from your records. The invoice remains in the system for audit purposes but is marked as void.

Step 10: Viewing all invoices

You can view and manage all existing invoices from the main Invoices list page. Note that this page is for viewing and managing invoices only. New invoices can only be created from the Customer Invoices tab within jobs.

Accessing the invoices list

  1. Navigate to Generate Revenue > Invoices
  2. View all generated invoices in a table format with filters
  3. Click on any invoice to view details, collect payments, or update status

Using invoice filters

The invoices list includes filtering options:

  • Status filter: Filter by All, Open, Approved, Paid, or Closed
  • Date range: Filter invoices by date range
  • Search: Search for specific invoices by number or customer name

Understanding invoice list columns

The invoice list displays:

  • Invoice Number: Unique identifier for the invoice
  • Description: Job title or invoice subject
  • Customer: Client name
  • Due Date: Payment due date
  • Status: Current invoice status
  • Amount: Total invoice value

Step 11: Accessing invoices from jobs

You can also access invoices directly from the job they were generated from.

Viewing job invoices

  1. Navigate to Generate Revenue > Jobs
  2. Open the job you want to review
  3. Click the Customer Invoices tab
  4. View all invoices generated from this job

The Customer Invoices tab displays:

  • Search functionality: Search for specific invoices
  • Status filter: Filter invoices by status
  • Invoice table: Lists all invoices with their details

Viewing associated records

In the job details page, the Associated Records section shows:

  • Invoicing: Links to all generated invoices for quick access

Best Practices

  • Schedule items before invoicing: Ensure all products, services, and variations are scheduled to phases before attempting to generate invoices
  • Use phase-wise billing: Take advantage of phase-wise invoicing to bill customers as work progresses through each stage
  • Customise values when needed: Adjust quantities, prices, or discounts at invoicing time without altering the original job details
  • Generate invoices promptly: Create invoices as soon as phases are completed to maintain healthy cash flow
  • Review before sending: Always review invoice details, totals, and customer information before finalising
  • Add clear payment terms: Include specific payment terms with due dates to avoid confusion
  • Record payments immediately: Log payments as soon as they're received to keep accurate records
  • Include customer messages: Personalise invoices with thank-you messages to strengthen customer relationships

Common Use Cases

Creating a progress invoice (phase-wise billing)

For larger jobs, you can invoice phases as they're completed:

  1. Ensure the completed phase items are scheduled
  2. Generate the invoice from the job
  3. Add only the completed phases to the invoice using Add to Invoice
  4. Set the payment terms for the progress payment
  5. Later, generate additional invoices for remaining phases as they're completed

This phase-wise approach allows you to bill customers progressively throughout the project lifecycle.

Adjusting invoice values without changing the job

If you need to offer a discount or adjust pricing at invoicing time:

  1. Add the phase to the invoice using Add to Invoice
  2. Modify the Price, Discount, or Markup columns directly in the invoice
  3. The Total automatically recalculates
  4. The original job pricing remains unchanged

This is useful for offering customer-specific discounts, promotional pricing, or making last-minute adjustments without affecting your job records.

Handling partial payments

If a customer makes a partial payment:

  1. Record the partial payment using Collect Payment
  2. Enter the actual amount received
  3. The invoice balance automatically updates to show the remaining amount
  4. Keep the invoice status as "Open" until fully paid

Correcting an invoice error

If you need to correct an invoice after it's been sent:

  1. Void the original invoice
  2. Return to the job and generate a new invoice
  3. Make the necessary corrections
  4. Send the corrected invoice to the customer

Troubleshooting

Cannot find the option to create a new invoice

If you cannot find where to create a new invoice:

  • Invoices can only be created from within a job's Customer Invoices tab
  • Navigate to Generate Revenue > Jobs, select a job, then click the Customer Invoices tab
  • The main Invoices list page is for viewing and managing existing invoices only, not for creating new ones
  • Ensure the job has scheduled items before attempting to create an invoice

Items are not appearing in the invoice

If products, services, or variations don't appear when generating an invoice:

  • Verify that all items are scheduled to a phase in the job
  • Only scheduled items can be added to invoices
  • Navigate to the job's Scheduling tab to assign unscheduled items to phases
  • Ensure variations have been approved and scheduled before invoicing

Payment amount doesn't match invoice total

If there's a discrepancy between the payment and invoice total:

  • Check if there are partial payments already recorded
  • Verify the tax calculations are correct
  • Review any discounts applied to the invoice
  • Ensure the payment method and amount were entered correctly

Cannot edit a generated invoice

Once an invoice is generated and sent to a customer, it cannot be directly edited to maintain audit integrity:

  • Void the original invoice if major changes are needed
  • Generate a new invoice with the correct information

Need More Help?

If you encounter any issues with invoice management, please contact our support team or refer to our other help articles for more guidance on using ZYNOFF.

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