Invoice management

Overview

Invoice management is the Finance overview of how invoices move through MyApprentice — from creation, to send, to payment recording, to Xero. This is your map; deep-dive articles cover each step in turn.

Who This Workflow Is For

The Finance role. The Business Owner, Admin, and Supervisor can also create and edit invoices. Tradies and Apprentices have no invoice access. Finance cannot delete an invoice — that sits with the Business Owner.

Before You Start

The business profile, payment methods, payment terms, and quote-and-invoice logo should already be configured on the Sales tab (by Business Owner or Admin). If Xero is connected, you can push invoices straight to Xero from each invoice record.

Step-by-Step Process

1. Create the invoice. Three paths:
   • From an accepted quote — open Quotes and Invoices, find the Client Accepted quote, open it, select Create Invoice, choose Create Draft & Go to Invoices or Create Draft. Note Finance does not accept/convert quotes themselves — that handover is for BO/Admin/Supervisor. Finance picks up once the conversion has happened.
   • From a completed job — open the Jobs page, find the job in Completed or Ready to be invoiced, open it and select Create Invoice.
   • Manual — open Quotes and Invoices, select Invoice, enter dates, PO reference, payment terms, client details, line items, materials, labour, save. See Create and send an invoice for the deep-dive.
2. Review the draft. Open the draft and check client details, line items, materials, labour, subtotal, GST, total, payment terms, due date, and payment details.
3. Send the invoice. Select Email (or Email Invoice), review the email, Send. The status moves to Sent.
   • Client Portal enabled — client receives a portal link.
   • Client Portal disabled — client receives the PDF attachment.
   • Invoice sending also depends on the Client Portal + Xero combination — see Scenarios A–D in the Client Portal documentation, especially Scenario D (Portal ON / Xero Connected) which affects how the Mark-as-paid status is reconciled.
4. Track to payment. The invoice surfaces in Needs Your Attention until you record the payment. See Mark an invoice as paid.
5. Push to Xero (if connected). Single push or Send all to Xero for the end-of-month bulk push. See Push an invoice to Xero.
6. CSV export. A per-invoice CSV export is available from the three-dot menu next to the invoice amount on the Invoices list.

What Happens Next

You move each invoice from Draft through Sent to Paid (and to Xero, where connected). Reminders for outstanding amounts go out automatically per the cadence set on Sales tab. Overdue invoices surface in Needs Your Attention.

Common Issues

• Cannot delete an invoice. Finance does not delete invoices — Business Owner only. Cancel/void/delete rules overall are being confirmed with the product owner.
• Wrong totals. Check line items, materials, labour, and tax fields. Subtotal, GST, and total recalculate.
• Reminders going out at the wrong time. Confirm reminder cadence on Business Settings → Sales with the Business Owner or Admin.
• Stripe payment flow. See Connecting Stripe for Online Payments for how Stripe works with invoices, Xero, and the Client Portal. Mark-as-Paid is hidden only when Xero is connected, not by Stripe.

Related Guides

• Create and send an invoice
• Mark an invoice as paid
• Push an invoice to Xero
• Xero-related tasks
• View jobs and quotes for invoicing context