Last Updated: November 16 2022
Raise a deposit invoice to create an invoice for a partial payment on a job, such as a down payment before the work begins. Once created, a deposit invoice functions much like a tax invoice.
To set up how your invoice forms appear when you email them to customers, see How to Set Up Invoice Forms.
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:
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:
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 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:
- Ensure all job details are updated, then Invoice a job as normal.
- Select Deposit as the Invoice Type.
- Select the Date Issued.
- This defaults to the current date.
- The Period indicates the first schedule date to the most recent schedule date on the job.
- Under Payment Due, select the number of Days from invoice date or Days after EOM (end of month) that the payment is due.
- Select the Invoice Stage.
- This indicates your business's internal approval, not the customer's approval, and depends on your security group permissions.
- Enter an Invoice Comment or select a script if required.
- 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.
- 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.
- 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
- Access the applicable
- Click Unlock.
- Under Invoice Stage, select Approved.
- Click Finish.
After you have completed and approved a deposit invoice, you can then email an invoice form directly to the customer from simPRO.
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.
- Click the Forms tab in the
- 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.
- Click View to preview and / or print the form.
- 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.
- Adjust the default Subject and Body template if required.
- 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, use the Aged Receivables Report.Select the customers you want to email a statement to and click Email in the footer options.
It recommended that you do not generate DOCX when you click View as it allows you to alter the invoice outside of simPRO.This can cause errors within your accounting system and impact reporting.
Click the Log tab to view a history of actions in that
Actions logged in the Message column of the log can include:
- Creation and modifications
- Status updates
- Printing and emailing forms
When you email from within the
When you click the icon, a pop-up containing the email text appears. If you emailed
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:
- Create a cost centre that links to the Deposits Received Liability account in your accounting package.
- When you receive the deposit from the customer, add the deposit cost centre to the job.
- Adjust the total of the cost centre to the amount of the deposit.
- 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.
- 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.
- When generating the final invoice, claim the negative deposit cost centre.