How to Create a Deposit Invoice

In order to view content or perform actions referred to in this article you need to have the appropriate permissions enabled in your security group. Go to System > Setup > Security Groups and access your security group to update your permissions. The relevant security group tab and specific permissions for this article can be found here:

Create Invoices & Credit Notes

Approve Invoices

Print/Email Invoices & Statements

You can invoice individual or multiple jobs in the following ways:

Update and invoice the job	Update a job that is ready to invoice. Click Save and Finish. And, Invoice Job.
Invoice an individual job	Go to Jobs > Pending / Progress / Complete, then click Options > Create Invoice on the job you wish to invoice. If you have already raised a progress claim against the job, click Options > Create Progress Claim. If you have already raised a progress claim against the job, click Options > Create Progress Claim. If the job has multiple cost centres, only the cost centres that are not completely claimed are displayed. To show claimed cost centres, select Show fully claimed cost centres.
Create a consolidated invoice	Create one consolidated invoice for jobs that share the same customer and exchange rate: Go to Jobs > Pending / Progress / Complete Jobs. Select the check boxes for each job you would like to invoice. Click Invoice. Continue creating the invoice. The selected jobs are invoiced under the same invoice in Invoices > Unpaid. The Job No. column displays all jobs on the invoice. Payments made on consolidated invoices cannot be calculated as an amount paid per job, so the Amount Paid table view column is not calculated for jobs on a consolidated invoice. Learn more in How to Organise Simpro Premium Data. When you email a consolidated invoice to the customer, select the Consolidated Invoice form in the Forms tab. This form is designed to show multiple jobs on one invoice and can be customised in your invoice forms setup. Learn more in Set up consolidated invoice forms.

You can then proceed to Create a deposit invoice as normal.

To create a deposit invoice:

1. Ensure all job details are updated, then Invoice a job as normal.
2. Select Deposit as the Invoice Type.
3. Select the Date Issued.
   • This defaults to the current date.
4. The Period indicates the first schedule date to the most recent schedule date on the job.
5. Under Payment Due, select the number of Days from invoice date or Days after EOM (end of month) that the payment is due.
   • This automatically populates according to your financial default / customer settings. Learn more in How to Set Up Financial Defaults and / or Adjust customer settings.
6. Select the Invoice Stage.
   • This indicates your business's internal approval, not the customer's approval, and depends on your security group permissions.
7. Enter an Invoice Comment or select a script if required.
8. Enter the Deposit Amount either as a percentage or as a figure. Alternatively, click Deposit All to invoice for the full amount.
   • You can enter deposit amounts at the cost centre and section level, with the graph on the left displaying how much of the total is left to invoice.
9. Enter a Footnote or select a script if required.
   • This field is automatically populated with the footnote set in your invoice forms setup. Learn more in How to Set Up Invoice Forms.
10. Click Finish.

If you are invoicing a job containing a membership cost centre to sell a membership to a customer, you need to invoice the full amount of the cost centre to make it active in the customer card file. Learn more in How to Sell Memberships.

If you have selected Restrict Unapproved Invoices in System Setup, invoices must be in the Approved stage before they can be emailed to the customer, paid off, voided, or credited. If you have not selected Restrict Unapproved Invoices, invoices can be emailed to the customer before they are approved, but you must approve the invoice before applying payments.

To automatically approve invoices upon creation, go to System > Setup > Defaults > System > Invoices > Invoice Stage and select Approved. Alternatively, select Pending to require them to be manually approved by an employee with the correct security group permissions.

To approve an invoice still in the Pending stage:

1. Access the applicable invoice.
2. Click Unlock.
3. Under Invoice Stage, select Approved.
4. Click Finish.

After you have completed and approved a deposit invoice, you can then email an invoice form directly to the customer from Simpro Premium.

To learn how to adjust how your invoice form PDFs display, including the form title, form totals, materials and labour information, footnote, header fields, and more, see How to Set Up Invoice Forms.

Learn more about using form builder templates in How to Use Form Builder Templates.

To email an invoice form:

1. Click the Forms tab in the invoice.
2. Select the form you wish to send from the Templates list.
   • See Assign form templates to appear when emailing a customer invoice to learn how to update the forms that appear here.
3. Click View to preview and / or print the form.
4. Select a Primary Contact to address the form to and click to add additional Contacts if required.
   • This is automatically populated by the primary contact for invoicing defined in the customer card file.
   • Alternatively, you can manually enter email addresses and separate them with a comma. To remove recipients, click Clear Recipients.
   • Any secondary contacts selected when setting up the lead / quote / job are pre-populated in the Cc field. You can also add more recipients in the Bcc field if you want to hide their email addresses from other recipients.
5. Adjust the default Subject and Body template if required.
   • See Set up the email template for customer invoices to learn how to update this template.
   • Alternatively, click Clear Email to enter a new Subject and Body, or select a script from the Insert Script drop-down. Learn more in How to Use Scripts.
6. Click Send > OK > OK.

A log entry is then created in the Log tab, where you can view the email text and any form attachments.

If you need to send multiple invoices, consolidated as a customer statement, use the Aged Receivables Report. Select the customers you want to email a statement to and click Email in the footer options. Alternatively, to send multiple individual invoices use the Sales Invoices Report. Generate the report as required, select the check boxes for the invoices to email and under Print Options, select the invoice form and click Email at the bottom of the page.

It recommended that you do not generate DOCX when you click View as it allows you to alter the invoice outside of Simpro Premium. This can cause errors within your accounting system and impact reporting.

Click the Log tab to view a history of actions in that invoice, along with the logged-in employee who performed them and the date and time.

Actions logged in the Message column of the log can include:

• Creation and modifications
• Status updates
• Printing and emailing forms
• Payment.

Manage security deposits

A security deposit is usually received when the customer has accepted the quote. You can then convert the quote to the job, and add the security deposit by creating two additional cost centres.

To create security deposit:

1. Create a cost centre that links to the Deposits Received Liability account in your accounting package.
2. When you receive the deposit from the customer, add the deposit cost centre to the job.
3. Adjust the total of the cost centre to the amount of the deposit.
4. Add a second deposit cost centre, and this time adjust the total and enter the amount of the deposit as a negative amount.
   • You may wish to rename this negative cost centre to differentiate between the two deposit cost centres.
5. Create a deposit invoice, and claim the full value of the positive deposit cost centre and apply the payment.
   • This transfer a credit balance without tax to your Deposits Received Liability account and a debit amount to your nominated asset account.
6. When generating the final invoice, claim the negative deposit cost centre.

For additional training, complete an interactive material in the Simpro's Learning Toolbox. Learn more in About Simpro's Learning Toolbox.