What is invoicing in vWork?
With vWork you can attach invoices to jobs. Invoices contain a description as well as a set of line items. Line items can be time-based, distance-based, or for specific materials that you wish to bill for.
Why should I use invoicing?
Imagine no more manual invoicing! Automated invoicing saves you precious time and administration costs. Invoicing is one of the most valuable parts of vWork if you take the time to set it up.
Once you have created your price books and enabled this feature, you will find it a huge time saver and a massive benefit of vWork.
How to set up the invoicing feature
Your dispatchers and mobile workers (if given permission) can add line items to jobs and automatically generate invoices based on your jobs in vWorkApp.
First: Set up the General Invoicing Settings
You can turn on settings on the invoicing permissions tab. Go to Settings > Finance > Invoicing.
- Click the checkbox to Enable invoicing for your account,
- Set a Default Tax Rate, and
- Select a Currency unit.
Second: Set your Invoice Settings to control what mobile workers are allowed to change
Dispatchers are allowed to edit invoices by default.
But you can also give permission to your mobile workers to edit invoices. To do, you need to first select which parts of an invoice workers can change on the Settings>Finance>Invoicing page. You can let them:
- Add, edit, and delete line items
- Change the tax rate on the invoice
- Change the description
- Restrict items on the invoice to those in the pricebook.
Later on, we will tell you how to enable these permissions for individual workers. For now, finish setting up your invoicing on this page...
Third: Select the Templates you want to invoice for
Next, you can select which of your job templates should include the invoicing fields. In this example, six templates are selected.
Fourth: Set charge-out rates for your workers and mileage
The default in vWork is to set a single charge out rate for your workers and for mileage. These are set in the Worker Hours Calculator section and the Distance Travelled Calculator section. If you enable variable pricing you will not see options for these in your settings. For more information please see the following articles:
- Can I automatically add worker and equipment hours to my Invoices?
- Can I automatically add mileage to my Invoices?
Fifth: Customize Your Invoice Details
Next, you can select what information you want on the invoice.
Enter your Payment Details, Contact Details and Company Tax number
Preview Your Invoice
By selecting Show a Preview of your invoice you can see a sample of your invoice.
That's it, now when you create new jobs from the selected templates you will be able to record the information necessary to create an invoice.
If you wish, you can also set up pre-defined lists of items that your users can add to invoices, these are called Pricebooks.
Invoices can be printed, emailed, or exported from vWork to another system for reconciliation.
We offer off the shelf integrations for Xero, QuickBooksOnline and MYOB.
We don't add an invoice number until it is passed to one of the accounting integrations as above.
We add 'TBD' as the invoice number however you are free to use the job number as the invoice number.