Last Updated: November 02 2022
In simPRO, an invoice is a list of goods sent or services provided and the sum due for these from your customer. After you have approved, emailed, and received payment for an invoice, you can apply the payment to the invoice in simPRO.
You can also raise customer credit notes against invoices in simPRO to record credited or voided invoices. Learn more in How to Raise a Customer Credit Note.
Click to view the Invoice Types diagram below to learn which invoice is applicable for your different projects.
To set up how your invoice forms appear when you email them to customers, see How to Set Up Invoice Forms.
You can also see How to Set Up Request For Claim Forms to learn how to set up how your requests for claim appear.
US only: If you use simPRO in the United States, the terms 'progress invoice', 'deposit invoice' and 'final invoice' are used instead of 'progress claim', 'deposit claim', and 'final claim'.
Please ensure your job values are accurate and up to date prior to invoicing. Once you have created an invoice, you can only adjust values by beginning the audit process and voiding the 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:
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.
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.
Once you have created an invoice from a job, you can then proceed to create and email one of the following types of invoices:
- How to Create a Tax Invoice
- How to Create a Deposit Invoice
- How to Create a Request for Claim
- How to Create a Progress Claim
To learn how to claim the final claim rebate if you had retention withheld on a job, see How to Create a Retention Claim.
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.
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 / Assign form templates to appear when emailing a request for claim 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
Invoices in simPRO has a value of 2 decimal places. Numbers between zero and four round down, and numbers between five and nine round up.
The invoiced value on a job is the sum of each invoice, which means that the invoiced value on the job and the actual total of all invoices may not be the same. For example, a job may have a gross percentage profit calculated at 23.50933%. In the job summary, this value would display as 23.51%.
Each individual item in a job or invoice is rounded after markup has been applied. They are then added together, meaning the total value does not need to be rounded.
For purchase orders, only the total is rounded after all individual items have been added together.
Your tax may or may not be included in the rounding, depending on your Financial Defaults. Learn more in How to Set Up Financial Defaults.
Invoice values are rounded per Income Account. For example, the sum of all parts and labour with the same income account is rounded, and then added to the rounded sum of all other income accounts within that cost centre, before adding all cost centre values together to equal the Job Total.