vWork’s Consolidated Invoicing feature simplifies the billing process for both you and your customers when you do many jobs for a single customer. Instead of sending separate invoices for each completed job, Consolidated Invoicing allows you to combine these invoices into a single, comprehensive invoice in your vWork integrated finance application (e.g., MYOB, Quickbooks, Xero). This reduces administrative work, eliminates the confusion caused by multiple invoices, and provides a clear overview of all completed jobs in one place.
🔔 Note: At this time (December 2023) Consolidated Invoicing is available to use with MYOB AccountRight only. If you require this feature to work with one of our other integrations, please let us know at firstname.lastname@example.org.
In this article
This article provides an overview of how Consolidated Invoicing functions with vWork and your vWork integrated finance application.
- Why consolidate invoices through vWork?
- How are Consolidated Invoices created and viewed?
- Manually sync
- Do I have to consolidate all my invoices?
- Do I need to change the API?
- Related Articles
Why consolidate invoices through vWork?
There are advantages for both you and your customers when you use vWork’s Consolidated Invoicing option with your vWork integrated finance application.
- Flexible and simple to set up
Set a default for customers to either have their invoices consolidated, or not, in the integration settings. This setting automatically applies to all your customers. But, as every customer is different, we enable you to set each customer’s preference for single job invoices or consolidated invoices in their vWork customer record. This overrides the default setting in the integration settings so each customer is billed exactly as you want them to be.
- Simplified processing
There is no extra effort involved to consolidate invoices at your end. The consolidated invoice is automatically created for you in your vWork integrated finance application. And for your customer, receiving one consolidated invoice simplifies their accounting and payment process and reduces the burden of handling numerous single job invoices; this saves them time and resources - and helps them pay on time!
- Improved Accuracy
In vWork we automate the process to generate a consolidated invoice, significantly reducing the likelihood of introducing errors. You won’t overlook or misplace single job invoices ensuring you invoice accurately for every job that you complete for every customer.
- Easier Tracking
vWork consolidated invoices simplify tracking and make it easier for both you and your customers to monitor the work you do for them. We ensure transparency and help you easily reconcile vWork jobs with each consolidated invoice. A clickable link in the vWork job invoice takes you straight to the consolidated invoice in your vWork integrated finance application. You’ll also see the consolidated invoice reference number and the time when the invoice was synced with your finance application.
🔔 Note: Not all finance applications support direct linking to invoices, so the link may not be available to you. However, you can still use the reference number to find the consolidated invoice in your finance application.
- Enhanced Relationships
Streamlining invoices can contribute to stronger relationships between you and your customers. It demonstrates an understanding of your customer’s preferences and can improve their satisfaction by providing them with a more manageable billing system.
How are Consolidated Invoices created and viewed?
All completed jobs where the invoice is ‘approved’ in vWork can be consolidated into a single invoice for a customer. Invoices that haven’t been approved in the job’s Invoicing tab won’t sync with your vWork integrated finance application until you approve them. This allows you time to review and update your job invoices before they're queued for inclusion in a consolidated invoice.
Created in your vWork integrated finance application
A consolidated invoice is created in your vWork integrated finance application when you sync your pending invoices. The original invoice remains in vWork in the job. You don’t need to do anything extra to create a consolidated invoice and can always view the original job invoices in vWork.
What you see
The consolidated invoice generated in your vWork integrated finance application shows the following for each individual vWork job:
- The invoice ‘Description’ from the vWork job as a single line item in the consolidated invoice
- The subtotal, excluding tax, from the original vWork job invoice against the job line item
- The tax rate that will be applied to the line item from the vWork invoice
- The subtotal of all vWork jobs included in the invoice excluding tax
In vWork you see the following information in each job’s ‘Invoicing’ tab:
- The invoice reference number of the consolidated invoice generated by the vWork integrated finance application; in some cases this may be clickable to view the consolidated invoice in the finance application.
- The date and time when the invoice was synced with the integrated finance app.
When the Consolidated Invoicing option is added to your account you will manually sync your invoices with your vWork Integrated finance application. The automated sync option is removed. This gives you the flexibility to choose how often and when you generate consolidated invoices for your customers so the consolidated invoices contain exactly the jobs you want them to. This avoids vWork job invoices being synced the moment they are approved as part of an automated batch. You can choose to manually sync daily, weekly, or any other period that works best for your business.
❗ Important: Please sync regularly to prevent your consolidated invoices getting too large. Different finance applications have different limits on invoice size. We suggest weekly or more frequently. If you wish to invoice monthly, please talk to our support team to confirm your finance application can support the expected job volume.
Do I have to consolidate all my invoices?
You don’t have to consolidate invoices for every customer when this optional feature is added to your vWork account.
- You will set the default, in the Integration settings, for existing and new customers to specify if vWork job invoices are consolidated or not.
- You can set individual customers to have their invoices treated differently to the default in their vWork customer record.
Do I need to update the API?
No changes are required to use Consolidated Invoicing with our API. The settings in vWork will determine which customers have consolidated invoices created for them.
- Set up Consolidated Invoicing to work with your vWork integrated finance application
This article explains the integration settings that configure Consolidated Invoicing in vWork and your integrated finance application.
- Customer settings for Consolidated Invoicing
This article explains the default settings for Consolidated Invoicing and the customer-specific default setting override for selected customers.
- Invoice 'Description Tokens' to use with Consolidated Invoicing
You can ensure the consolidated invoices you generate in your integrated finance application are easy for your customers to interpret by providing relevant information in the vWork invoice Description. This article makes recommendations on the Description Tokens you can include in jobs and job templates to cater for your unique situation.
- Consolidate many vWork job invoices into one invoice using MYOB AccountRight
This article explains the steps to generate consolidated invoices from completing a job to reviewing the consolidated invoice in your vWork integrated finance application