Invoicing and Xero
How invoices, payments, credit notes and top-ups work in Techstyles, and how they stay in step with Xero.
- Invoicing and XeroHow invoices, payments, credit notes and top-ups work in Techstyles, and how they stay in step with Xero.
- Find invoices and purchase ordersFilter, search and sort the Finance list, and read the four summary cards at the top.
- Create an invoiceRaise an invoice for a project, add line items and a delivery charge, and save it as a draft.
- Bill a deposit or fee stageRaise an ordinary invoice for a deposit or design fee stage, and avoid the fee and VAT surprises.
- Create an invoice from purchase ordersBill a client for the FF&E items on one or more purchase orders in a single step.
- Email an invoice to your clientUse Send to Client to email an invoice and its PDF to your client, copy in colleagues and add attachments.
- Send invoice or Send to Client: what each doesSend invoice records an invoice as issued without emailing anyone. Send to Client emails it. Here is when to use each.
- Edit an invoiceChange a draft invoice's lines, dates, VAT and bank details, and see what can still change once it has been sent.
- Correct an invoice you've already sentBill more with a top-up, bill less with a credit note, or have a studio admin unlock a locked invoice or purchase order for one edit.
- See the history of an invoice or purchase orderOpen a document's History to see every change, send, payment and unlock, who made it and when.
- Record a payment or part paymentRecord money received against an invoice, in full or in part, and watch its status move to Part paid or Paid.
- Remove a paymentTake a payment off an invoice when it was recorded in error. The status goes back to Part paid or Sent.
- Send a payment to XeroPush a payment marked Not in Xero across to Xero once the invoice is synced or Xero is reconnected.
- Cancel an invoice: void or delete itDelete an invoice while it is a draft, or void it once it has been sent. Both are permanent.
- Raise a credit noteTake money off an invoice the client already has, for fewer items, a wrong price or a goodwill discount.
- Record a refund to a clientRecord money you paid back to a client when a credit note was worth more than they still owed.
- Bill extra quantities with a top-up invoiceWhen a client needs more of an item after they have their invoice, bill just the difference on a new invoice.
- What each invoice status meansDraft, Sent, Part paid, Paid, Overdue and Void, what moves an invoice between them, and how each shows in Xero.
- Add VAT to invoices: rates, FF&E fees and currencySet the VAT rate an invoice uses, and see where its FF&E fee and currency come from and how the totals are worked out.
- Set your finance defaultsChoose the currency, VAT and FF&E rates new projects start with, and whether new tasks are billable.
- Add the bank details your invoices showSet up UK and international bank accounts so every new invoice tells clients where to pay.
- Download an invoice or purchase order as a PDFSave a PDF copy of any invoice, credit note or purchase order.
- Review flagged items on an invoice or purchase orderCheck items that changed after a document was raised, then fix the document or dismiss the warning.
- Connect XeroLink your studio to your Xero organisation so invoices, purchase orders and payments are copied across as you work.
- Choose which Xero accounts invoices and orders post toPick the revenue account for invoice lines and the expense account for purchase order lines, or let Techstyles choose.
- Fix a failed Xero syncRead the Sync column, find out why Xero refused a document, and fix contact, tax rate, currency and account failures.
- Sync documents to XeroSend existing invoices and purchase orders to Xero in bulk, or push a single document again.
- What moves between Techstyles and XeroWhich documents and changes go to Xero, which come back, and what Xero does not send to Techstyles.
- Disconnect XeroStop syncing with Xero. Your documents stay in both places as they are.