Bill extra quantities with a top-up invoice

A sent invoice can't change. When a quantity goes up afterwards (say the client now wants 12 dining chairs, not 10), create a top-up: a separate new invoice for just the extra, at the same prices.

Before you start

• You need permission to edit finance.
• The invoice must be Sent, Overdue, Part paid or Paid.
• Its items must come from the project's procurement schedule. Invoices made from purchase orders are; invoices typed in by hand on Create invoice aren't.
• Update the quantity in the procurement schedule first. Techstyles uses it to suggest what to bill.

Steps

1. Open the original invoice and click Top-up at the top.
2. In Create a new invoice for the extra, each item shows what has been Billed so far and what the project Needs now. Bill extra is filled in with the difference.
3. Change any quantity in Bill extra, or clear it to leave that item out.
4. Check the total at the bottom (before VAT and fees).
5. Click Create new invoice.

What happens next

• A new Draft invoice opens, with its own number. It is due 15 days from today.
• It uses the original invoice's prices, currency, VAT rate, FF&E rate and bank accounts. It has no delivery charge.
• Its header, its PDF and its Xero reference say "Top-up of INV-071" (the original's number), with a link back.
• If Xero is connected, it goes to Xero as a draft.
• The original invoice's History records the top-up.
• Check the draft, then email it with Send to Client.

Good to know

• If a top-up has already been raised from this invoice, the sheet lists it. If one is still a draft, edit that one instead of creating another. Quantities already on a draft aren't suggested again.
• "Billed" counts what the client has actually been sent: sent invoices and earlier top-ups, less any credit notes. Drafts aren't counted.
• If the sheet says the client was billed for more than they now need, close it and raise a credit note instead.