Navigate to Billing → Invoices to view all invoices across your organisation. Invoices are grouped into tabs by their current status and can be filtered by customer, date, source, and other attributes.
Invoice Statuses
An invoice moves through the following statuses:
Draft — the invoice has been created but not yet reviewed. Draft invoices can be edited.
Approved — the invoice has been reviewed. Approving generates the final PDF and sets the Due Date. Use the Approve Invoices bulk action on the Draft tab to approve multiple invoices at once.
Processed — the invoice has been exported to your accounting software (such as Xero). Once processed, the invoice appears in your debtors ledger.
Completed — the invoice balance has been reduced to zero. The balance syncs back from your accounting software when payments are reconciled against the invoice (for example, when a payment in Xero is matched to the invoice).
Cancelled — the invoice has been voided and will not be collected.
Invoice Sources
Invoices can originate from several places in BMS. Billing generates invoices from contract billing runs. Service jobs and service supply orders generate invoices when activities are completed. Stock transactions generate invoices from sales orders and dispatches. Sales deals can generate invoices when finalised. Adjustment invoices can also be created manually against any of these sources.
Invoice To and Chargeable To
Each invoice has two customer fields. Invoice To is the customer who will receive and pay the invoice. Chargeable To is the customer whose assets or contracts the charges relate to. These are the same in most cases, but when a third party — such as a finance company or a head office — is responsible for payment on behalf of another customer, they will differ.
Sending Invoices
Invoices can be sent to customers by email (with a PDF attached) or by print for mail delivery. Sending is available from both the Approved and Processed states. The default send method for each customer is set on the customer record. Sending does not change the invoice status — the Sent? column records whether the invoice has been dispatched. Bulk Send is only available from the Processed tab.