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 MYOB AccountRight. The actual consolidated invoice is generated in MYOB AccountRight and the original vWork jobs retain the approved single invoice generated when the job is completed.
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 need this feature to work with one of our other integrations, please let us know at support@vworkapp.com.
In this article
This explains how to create a consolidated invoice in MYOB AccountRight from completed and approved vWork jobs.
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Before you start creating consolidated invoices
In order to use Consolidated Invoicing in vWork you must first have some things in place in your vWork account. Please see the article, Set up Consolidated Invoicing to work with your vWork integrated finance application, for more information about the configuration of your vWork account.
You must also ensure the customer that you want to create the consolidated invoices for has the Consolidated Invoicing option enabled for them. This may be set in either the Consolidated Invoicing default for all your customers in vWork’s Integration settings, or for them as a selected customer in their customer profile. The article, Customer settings for Consolidated Invoicing, explains this in more detail.
Also consider what information you want to show in the consolidated invoice line item that will show the details for each job. Make sure this information is included in the invoice Description in the vWork job. The article, Invoice 'Description Tokens' to use with Consolidated Invoicing, can help you work out what is useful information to include.
Create a consolidated invoice
Overview of the process
How to create a consolidated invoice
❗ Important: Once a vWork job invoice is included in a consolidated invoice, you won’t be able to generate it as a single job invoice in your vWork integrated finance application. You’ll still be able to view and print it from vWork if it is needed.
To create a consolidated invoice you follow these steps:
- Complete a job in vWork
The job must have all steps completed before it can be included in a consolidated invoice. After the job is completed you can continue to edit it until it has all the correct job information that you need to save an accurate invoice in vWork. You can continue to edit an invoice until it is approved in vWork. - Approve the invoice in the vWork job Invoicing tab
Once you are satisfied that no further changes are required to the invoice you can approve it in the invoicing tab in vWork. The invoice must be approved to move it to the queue of pending invoices in the Integration settings that are to be synced with your vWork integrated finance application.
🔔 Note: Once an invoice is approved it can’t be edited without unapproving it. Unapproving the invoice removes it from the pending invoice queue until it is reapproved.
To approve the invoice:
- Open the job and click the Approve Invoice checkbox to approve the invoice.
- Next click to confirm the invoice as approved and update the job.
- Open the job and click the Approve Invoice checkbox to approve the invoice.
- Manually sync invoices
You must manually sync pending invoices in the Integration settings to push them through to your vWork integration finance application. You can do this at any time interval that works for you. This will create one consolidated invoice for that customer with each job included in the batch as a single line item.
❗ Important: Please sync regularly to prevent your consolidated invoices getting too large. Different finance applications have different limits on invoice size. We suggest weekly if possible. If you wish to invoice monthly, please talk to our support team to confirm your finance application can support the expected job volume.
To manually sync pending invoices:- Go to Settings > Integrations > Integrations
- Scroll to the ‘Upload Stubs’ area in your vWork integrated finance application settings. You can see the number of pending invoices.
- Click to sync your invoices with your vWork integrated finance application and create consolidated invoices inline with the Consolidated Invoice settings configured in your vWork Integration settings and customer records.
This example shows the Manual Upload when using MYOB AccountRight.
- Go to Settings > Integrations > Integrations
- Review the consolidated invoice
Open your vWork integrated finance application and review the consolidated invoices that have been generated. You’ll be able to see the original vWork job invoice in vWork for each line item in the consolidated invoice if you need further information about a specific job.
When you view a job invoice in vWork after it is included in a consolidated invoice, the consolidated invoice number will show in the job Invoicing tab as a clickable link. You’ll be able to click this to open the consolidated invoice that includes the selected vWork job.
🔔 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.
Related articles
- What is Consolidated Invoicing
This article provides an overview of what Consolidated Invoicing is in vWork and explains what you can expect when using this optional feature with your vWork integrated finance application. - 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.