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Customer settings for Consolidated Invoicing

  • Updated

In vWork, when you have the optional Consolidated Invoicing feature added to your vWork account, you can choose to have all your job invoices consolidated when they sync with your vWork integrated finance application, or you can continue to sync invoices as single job invoices. You select the option that works best in vWork’s Integration settings.  We know that sometimes selected customers need to be treated differently from the majority of your customers. In addition to the default setting, we give you the flexibility to override this for selected customers in their vWork customer record.

Consolidated Invoicing is an optional feature with vWork’s MYOB AccountRight integration. If you want to find out more about Consolidated Invoicing or add it to your vWork account, please email support@vworkapp.com.

🔔 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 support@vworkapp.com

In this article

This article explains how to manage which customer's have consolidated invoices generated for them after the Consolidated Invoicing option is added to your vWork account. 

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Set a default for generating consolidated invoices

Default setting - single invoices

When you have the Consolidated Invoicing option added to your vWork account the initial default, set in the Integration settings, is to continue to generate single invoices for every job when you sync invoices with your vWork integrated finance application. If this is your preference you don’t need to change the default setting. If you prefer to generate consolidated invoices for all of your customers the default is easy to change.

💡 Tip: If you keep the default to generate 'Single' invoices for your customers, but have some customers who prefer consolidated invoices, you can change the default for those selected customers in their Customer settings. We have more about that in the next topic. 

In this topic, we explain how to change the default in the Integration settings to generate consolidated invoices for all of your customers when you sync invoices with your vWork integrated finance application. You can also use these steps to change the default back to generating single job invoices.

Change the default setting

To change the default:

  1. Go to Settings>Integrations>Integrations. 

  2. Scroll to the section immediately beneath your authorized finance application to view the ‘Consolidated Invoicing Settings’ section. The first time this setting is accessed you will see Single is set as the default. This may show Consolidated if the default was changed in the past by you or another vWork Admin.

    Integration settings Invoice Consolidation - change default1.png

  3. Click in the drop-down box and click to select Consolidated from the options given to change the default to Consolidated Invoicing.

    Or, if it was previously set to ‘Consolidated’, you can select Single if you want to revert to single job invoices as the default invoice type.

    Integration settings Invoice Consolidation - change default2.png

  4. Click Update button.png to update the default.

    Integration settings Invoice Consolidation - Update default.png

  5. After you have updated the Consolidated Invoicing default you’ll receive an email to confirm changes were made to the default invoice settings. This may take a few minutes if you have a large set of customers.
    ❗ Important: Please do not make any further changes to the setting, including ofr indivdual customers, until you have recieved the confirmation email that confirms the process is complete. 

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Override the default Consolidated Invoicing setting for selected customers

You can easily override the default Consolidated Invoicing setting to generate invoices in a different format (consolidated or single job invoices) for selected customers. The override to the default is set in the Customers tab in the vWork customer record.

 

To override the default Consolidated Invoicing setting for a selected customer:

  1. Go to Customers and open the customer record for the selected customer.

  2. Scroll down to the ‘Consolidated Invoicing’ section beneath the ‘Customer Site Contact’ information. You will see the default option displayed in the Invoicing Type drop-down field (unless this has been changed previously to alter this customer record setting from the default).

    Customer settings Invoice Consolidation before change png.png

  3. Click the Invoicing Type drop-down list to show the Consolidated Invoicing options and select the option you want to use for this customer.

    In this example, the default was set to ‘Consolidated’ but we want to generate ‘Single’ job invoices for this customer, so we have selected the ‘Single’ option.

  4. Click Update button.png to save the new Consolidated Invoicing default setting for this customer.

    Customer settings Invoice Consolidation during change png.png

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What to expect when you change the selected Consolidated Invoicing default setting

When you update the Consolidated Invoicing default setting in the Integration settings or in an individual customer record, there are some things you should be aware of.

  • A change made to the default Consolidated Invoicing setting, in either the Integration settings or in a customer record, is reflected in all approved invoices that were waiting to be synced (pending) before the change was made and all invoices approved after the change was made.

    • Invoices created and approved after a change to the Consolidated Invoicing setting will reflect this change.

      Where the previous setting was ‘Single’, and the default is changed to ‘Consolidated’, all invoices approved after the change become consolidated invoices when they are synced. This applies to all invoices when it is a change to the Integration settings, and it applies to the selected customer’s invoices when this is a change to their individual default in their customer record.

    • Invoices approved before a change is made to the default, but not yet synced, also reflect the default change when they are synced.

      A change made to an individual customer record or in the Integration settings is reflected in all approved invoices that were waiting to be synced (pending) before the change was made. This applies to all invoices when it is a change to the Integration settings, and and it applies to the selected customer’s invoices when this is a change to their individual  default in their customer record.

  • When the Consolidated Invoicing setting default is changed in the Integration settings, all individual customer records changed before the default is updated will continue to have the same Consolidated Invoicing default shown in their record applied as before the change.

    • As an example, if the Integration default is set to ‘Consolidated’ and a customer record default was already overridden and saved as ‘Single’, the overridden customer record remains with the saved ‘Single’ default if the Integration setting is updated to ‘Single’. All other customer records that matched the Integration default now update to the new default when the change is made in the Integration settings from ‘Consolidated’ to ‘Single’.

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