Invoicing with Xero

Invoices can be created in Tātou using synced jobs and sent to Xero via our API.

Before starting

Before starting, make sure you have the feature enabled for your organisation.

Login to the Office app, navigate to Operations → Invoices. If this section isn’t listed, please contact us to enable the feature.

Set up

Login to the Office app, navigate to Settings → Integrations → Connections to a Xero account with a Tātou account.

Create an invoice

Login to the Office app, navigate to Jobs → All Jobs.

Filter by date, client, task etc to find the relevant jobs.

Using the checkboxes on the left hand side, select the jobs you would like to invoice
Click on ‘Add to invoice’
Select ‘New Invoice’
Add a name for the invoice; a helpful reference e.g. ACME WE 10/09/23
Check the client and if relevant, link to a Project

You can also create invoices without jobs by navigating to Operations → Invoices and clicking on + NEW. Jobs can then be added by following the steps above and selecting ‘Add to existing invoice’.

Jobs can only be added to one invoice

Review job costings

Once created, the invoice screen will automatically open. To see all invoices navigate to Operations → Invoices.

Click ‘Edit job costings’
Enter a markup % or enter the sales rate for each job to calculate job revenue
Click ‘Save changes’

Pro tips:

To save time preset your sales rates;

People → Roles Click edit to add a default hourly rate under ‘Invoicing’
Admin → Tasks Click edit to add a default hourly or unit rate under ‘Invoicing’

To see more information about a job

Hover over the icon to see units worked
Click the speech bubble to see any job notes

Generate invoice lines

Now the jobs have been costed/priced the invoice lines can be generated.

Click ‘Edit lines’
Choose your settings to generate the invoice lines; Jobs can be merged or split by task, location and block. This allows for both condensed simple invoice lines or detailed invoice lines.
Click ‘Generate invoice lines’
Additional invoice lines can be added ad hoc using ‘+ New Line’
Check the description name, Xero account (optional) Units, Rate etc and click ‘Save changes’

You can now see the invoice summary; total cost, revenue and margin etc for final review.

Invoice lines not what you expected? Don’t worry, use the button to remove any incorrect invoice lines and generate them again

Send to Xero

If you’re happy with the invoice lines you can send these to Xero which will create a draft invoice in your Xero account.

Linked Xero Contact: If the client hasn’t been connected, please match them with your Xero contact list.

Issue date: This is editable and will default to the day of sending.

Success!

The invoice is now ‘read only’ and a handy link to see the draft invoice in Xero is provided.

Invoice check

Check which jobs have been invoiced (or not) on the Jobs → All Jobs screen or in Projects > Project > Jobs tab

Single grey tick = no invoice
Single green tick = Invoice attached
Double green tick = Invoice sent

You can filter jobs by ‘Invoice’ status, as highlighted below.

Hover on the invoice status (tick/s) to see the invoice name and click to view the invoice.

Reporting

Login to Tātou Office and navigate to Reporting → Exports. Choose from the following options;

Invoices export includes a summary of every invoice in your account
Jobs export includes an invoice status for each job and total sales value. Filter by any date range.

Made a mistake?

If you need to make changes to a sent invoice you can either;

Delete the invoice, which will ‘release’ the related jobs
Edit the jobs one-by-one removing the related invoice

The jobs will then be available to be added to a new invoice

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