Skip to main content

Job Invoices 💰

Overview​

The Job Invoices system in Amplifi-Qx Hub manages billing expectations and tracks payment milestones throughout every job's lifecycle. This robust system helps maintain clear payment schedules and supports effective cash flow management.

Expected Invoices 📋​

Understanding Expected Invoices​

Expected invoices serve as crucial planning tools that:

  • Establish future billing requirements
  • Define payment milestones
  • Document agreed payment terms
  • Support revenue forecasting
  • Ensure billing completion
  • Track payment schedules

Core Requirements​

Installation Jobs​

  • Minimum one expected invoice required
  • Must be added during job creation
  • Values must match agreed payment terms
  • Total value must equal job value

Other Job Types​

  • Survey jobs typically require single invoice
  • Maintenance visits follow agreement terms
  • Special projects may have custom structures

Adding Expected Invoices 📝​

Required Information​

  1. Financial Details
  • Total Amount (excluding VAT)
  • Expected Raise Date
  • Payment Terms
  1. Additional Information
  • Internal References
  • Special Conditions
  • Client PO Numbers

Creation Process​

  1. Navigate to the job's Invoices tab at hub.amplifi-qx.com/jobs/[job-id]/invoices
  2. Click "Add Expected Invoice"
  3. Complete all required fields
  4. Add relevant notes and conditions
  5. Set expected raise date
  6. Click "Create Invoice"

Standard Payment Structures 📊​

Installation Projects​

  1. 50/50 Split
  • 50% deposit on order
  • 50% on completion
Example: £100,000 project
- Invoice 1: £50,000 (deposit)
- Invoice 2: £50,000 (completion)
  1. Stage Payments
  • 30% deposit
  • 40% mid-project
  • 30% on completion
Example: £100,000 project
- Invoice 1: £30,000 (deposit)
- Invoice 2: £40,000 (milestone)
- Invoice 3: £30,000 (completion)
  1. Milestone-Based
  • Custom percentages
  • Linked to project milestones
  • Based on completion stages
Example: £100,000 project
- Invoice 1: £25,000 (order)
- Invoice 2: £25,000 (equipment)
- Invoice 3: £40,000 (installation)
- Invoice 4: £10,000 (sign-off)

Survey Projects​

  • Usually single payment
  • May include deposit for large surveys
  • Based on agreed daily rates

Managing Expected Invoices 🔄​

Status Tracking System​

Available Statuses​

  1. Draft 📄
  • Initial expected invoice state
  • Pending internal review
  • Subject to modification
  1. Sent 📬
  • Actual invoice created in Xero
  • Linked to Xero Invoice Number
  • Payment tracking active
  1. Paid 💵
  • Payment received
  • Amount reconciled
  • Transaction complete

Automatic Updates​

  • Xero integration provides real-time status
  • Payment reconciliation automated

Invoice Processing 🏭​

Finance Team Actions​

Creation Process​

  1. Review expected invoice details
  2. Verify payment terms
  3. Create invoice in Xero
  4. Link Xero reference
  5. Update Hub status
  6. Send to client

Monitoring Requirements​

  1. Daily Tasks
  • Check due invoices
  • Update statuses
  • Process payments
  • Send reminders
  1. Weekly Tasks
  • Review expected invoices
  • Plan upcoming bills
  • Check payment terms
  • Update forecasts

Best Practices 💡​

For Sales Team​

During Job Creation​

  • Confirm payment terms
  • Add all expected invoices
  • Document special conditions
  • Set realistic dates
  • Include PO requirements

Ongoing Management​

  • Monitor payment schedule
  • Update terms if scope changes
  • Communicate with finance
  • Track client requirements

For Project Managers​

Regular Tasks​

  • Review invoice dates
  • Update completion status
  • Verify milestone achievement
  • Communicate changes
  • Track payment dependencies

For Finance Team​

Daily Operations​

  • Monitor expected invoices
  • Raise actual invoices
  • Update invoice status
  • Track payments
  • Manage client queries

Important Notes ⚠️​

Key Reminders​

  • Expected invoices don't generate bills
  • All changes must reflect client terms
  • Regular review recommended
  • Clear communication essential
  • Documentation required for changes

Compliance Requirements​

  • Follow payment term policies
  • Maintain audit trail
  • Document all changes
  • Secure approval for variations
  • Keep client communications
Remember

The invoice management system is crucial for business cash flow. Maintain accurate records and follow established processes for optimal results.

Last updated on