Manage Invoices
Introduction
The Manage Invoice module in SMSF Auditomation allows you to generate invoices, post them to Xero individually or in bulk, and monitor their status throughout the invoicing cycle. You can identify which jobs are ready, which are awaiting payment, and even void invoices if required. Below is a detailed guide on how to use each function on this page effectively.
Understanding Job Invoice Status
- Not Generated - All the jobs that have been created after the release and after the activation of the Billing Module will be displayed here.
- Disabled checkboxes - Jobs for which fee type is yet not selected will have their checkbox disabled. This helps you to identify and make sure the invoice details have been verified and have the correct details before you generate them.
- Enabled boxes - All the jobs for which the invoice has been saved in draft will have their checkboxes enabled to allow you to generate invoice in bulk.
- Ready to Invoice - While reviewing and editing the invoice, you will have a checkbox to mark the invoice as Ready to Invoice. This is for you to segregate the invoices that you need to generate in Bulk.
- Awaiting Payment - Once you have posted the details to Xero, the invoice will display under Awaiting Payment until Paid.
- Paid - The Invoices which are paid will display the status as Paid.
- Void - All the invoices that have been cancelled in Xero will be listed here.
Note: A copy of the invoice will be received in your SMSF Auditomation portal. 
- Post to Xero will push the details to Xero and Invoice will be pulled from Xero.
- Invoice status will be updated as Awaiting Payment, Paid & Void as per Xero.
To know more and understand, refer to the content below:
Enter Audit Fee Details or Generate Invoice
Step 1: Click on 3 dots
Step 2: Select Audit Fee Details.
Step 3: This will allow you to view and edit the invoice details for that fund. Once you have made changes, click on Save as Draft.
Step 4: Select Generate Invoice.
Step 3: In the pop-up, select the appropriate Fee Type and Add-ons and review.
Step 4: If you missed to add any specific add, click Add New Add-on directly from this screen to include it in the invoice.. Once done, click on Next.
Note: Any changes made will be applicable only to this job, and hence it will not affect any other job even if it belongs to the same firm.
Step 4: Verify invoice details and click Next again.
Step 5: Now, you can save the invoice as draft or Post to Xero/Generate Invoice as needed. You can also click on Back or Cancel or select the Ready to Invoice option while saving the invoice as draft for bulk invoice generation.
Step 6: Once done, you'll receive an action confirmation toast message at the bottom of your screen.
By following the same steps and process, you can also Generate the invoice from the below mentioned pages and modules from the portal.
- Fund dashboard
- Quick box from the job
Note: Once you have post invoice to Xero, you can not edit invoice or post to xero again. You can only View or Download the invoice.
Generating Individual Invoices
If you do not want to go to each and every job and Generate Invoices, you can simply select all the invoices that have been saved in draft from the Not Generated tab or the ones that are Ready to Invoice from the respective tab to generate Individual Bulk Invoices of the selected funds all at once.
Step 1: Click on Manage Billing > Manage Invoice.
Step 2: Now select the funds by clicking on the check box alongside for which you want to generate the invoice and click on Individual Invoices.
Note: You can select from Not Generated or Ready to Invoice tab.
Step 3: Once selected, a pop-up will appear with the details including Firm Name, Fund Name, ABN, Job Status, Fee Type, and Amount. Verify the details and then click on Post to Xero.
Step 4: The invoices will be posted to Xero and will be listed under Awaiting Payment tab.
Generating Combined Invoices
If you wish to generate invoice for a specific firm together at once in just one invoice including all the jobs that you have worked on for that firm, you can simply generate the combined invoice by following the steps mentioned below.
Step 1: Click on Manage Billing > Manage Invoice.
Step 2: Now select the funds by clicking on the check box alongside for which you want to generate the invoice and click on Combined Invoice.
Step 3: A pop-up will appear with the invoice details, review and click on Next.
Step 4: On the next appearing page, review description and amount. Once done, click on Post to Xero.
Step 5: The invoice will be sent to Xero and you will receive a confirmation toast message on your screen.
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