WorkGuru has a very flexible invoicing functionality to suit any invoicing workflows.   This is an example of invoicing a fixed or percentage amount of the total forecast job value.   This best suits invoicing which isn't determined by project deliverables or the actual amount of time or materials used on the project at the time of invoicing.

From the project's Quick Actions menu, click on Quick Invoice.

From the quick invoice details screen, fill in the following fields:

  • Invoice Number - Assign an invoice number or leave blank to assign automatically.
  • Client Purchase Order - Client PO number/reference.  If needs to be added/edited, edit the project.
  • Description - Update the invoice description if required.  This is an invoice specific description for display on the invoice template. It will also default to the project number and name, this will display on the first line of the imported invoice in Xero.
  • Reference - Enter an invoice reference, such as a claim or deposit number.
  • Date - Issue date
  • DueDate - Invoice due date.
  • Invoice type - Percentage of Forecast/Quoted and All Purchases - enter the relevant percentage in this field, this will then invoice the project's forecast amount by this percentage (in this case 100% - invoicing the project in full up front).  You can confirm the amount in the Qty and This Invoice columns of the invoice line items.

Review the invoice's tax sub total and total amount.  Tax settings on each line item can be confirmed by clicking on the blue "+" icon to dropdown.

Click Save Invoice to create a draft invoice.

Review the draft invoice and if correct, click Approve and Email to Client or Print to create a PDF to send to the customer.   The Invoice is now ready to be imported to Xero via the Xero dashboard Accounting -> Xero.

When invoicing another percentage or the remainder of the project, the quick invoice screen will display exactly what has been invoiced to date.