Raised from the job
Raise an invoice is on the job. Not yet invoiced lists finished jobs with work still to bill, largest first, and each row has Draft the invoice, or Open the draft once one is drafted. A counter sale with no job is a New invoice on Money.
Finished jobs chosen together in the Table on Jobs are drafted in one press with Draft the invoices, a final invoice for each. A job whose work is not finished is skipped, with the reason given. Nothing is sent. Open the drafts lists every draft on Money.
A job’s invoice is one of four kinds:
- A deposit before the work, for the amount agreed. One paid by card to accept a quote is its own VAT invoice, numbered when the money is in.
- A stage payment, for the amount agreed.
- An interim invoice, for the work so far that is not yet billed. It is not offered on a Fixed price job.
- The final invoice, for everything on the job not yet billed. On a Fixed price job, that is the agreed price less what was invoiced. Deposits and stage payments are taken off the final invoice line by line, each at the VAT rate it carried.
Emailed in your name, with the PDF
The email gives the due date and how to pay. The total is on the PDF, never in the email. Replies reach your own email address once that address is confirmed.
Each invoice keeps its copies, reminders and receipts on its Sending and chasing timeline. A copy that bounced says so. Send it again sends the invoice to another address.
As well as your logo, the due date and your IBAN and BIC, the PDF carries what an Irish VAT invoice must:
- Its number, and the dates of issue and of supply
- Your name, address and VAT number, and the customer’s name and address
- Each line with its rate and VAT
- The VAT at each rate, and the totals
Paid by card or bank transfer
Card payments are taken in your business name, on your own Stripe account. With Issue invoices through Stripe on, each invoice email carries a link to pay online by card. Stripe then numbers those invoices, and Stripe’s own PDF is attached. With Send by text as well as email on too, the person emailed is texted the link, where their mobile is on file.
A payment made on that link is recorded against the invoice without anyone typing it. Stripe charges its own published fees on it, and nothing is added on top. Cash and bank transfers you record carry no Stripe fee.
Record a payment takes money that came any other way, as Cash, Card or Bank transfer, with The day it arrived. More than is owed is refused. The customer is emailed a receipt with the amount, the date and what is left, or that the invoice is paid in full.
Overdue invoices, chased by email
A courtesy note goes three days before the due date, unless the invoice is due on receipt. Reminders follow one day, one week and two weeks after the due date. Each states the balance still owed and how to pay, and the last says it is the last automatic reminder. With Send by text as well as email on, the reminder a day after the due date is texted too.
Where more than one step is due at once, only the latest is sent, so a customer is not sent two in one morning. No automatic reminder or statement goes out on an Irish public holiday. Each waits until the holiday has passed.
Each invoice shows the day of its next reminder. Send a reminder sends one by hand without moving the rest. Hold the chase stops the reminders on one invoice until a date, for one of four reasons:
- The customer has queried it
- They are on a payment plan
- It is disputed
- An insurer is paying it
Credit notes, numbers and statements
An issued invoice is never edited. Issue a credit note corrects it. The credit note has its own number series, reverses the VAT at the rate the invoice charged, and is emailed with its PDF.
An invoice is numbered when it is issued, so a discarded draft leaves no gap. Void it withdraws an invoice and keeps its number, with your reason. An invoice with money against it cannot be voided.
A customer marked On account who owes money, or was invoiced or paid that month, is emailed a statement at the start of the next month. One for any period can be emailed from Statements. Each statement’s PDF carries:
- The invoices, payments and credits in the period, with a running balance
- What is still open, and how old it is
- Your bank details
RCT, VAT and the reverse charge
Each line has a VAT treatment. On a VAT invoice outside the reverse charge, Part of the supply lines share the invoice’s rate: 13.5%, or 23% where the two-thirds rule applies, which the invoice then says. A Supply rate stated on a line or on the job’s kind of work, such as a heat pump’s 9%, rates the whole supply. A separate line carries 23% or 13.5% of its own, or is Zero rated.
When you are registered for VAT, an invoice to a customer whose type is Principal contractor goes under the construction reverse charge. The invoice shows the net only, with the customer’s VAT number and the sentence “VAT on this supply to be accounted for by the Principal Contractor.” A job whose kind of work has Construction work unticked is charged VAT as usual, with no RCT.
On an invoice for construction work to a customer whose type is Principal contractor, and on no other:
- Record a payment offers Tax withheld at source for the RCT the customer holds back, at 0, 20 or 35 percent. The deduction settles that part of the balance. The invoice is never discounted.
- Where your Deduction rate in Settings is 20 or 35 percent, a reverse charge invoice shows what to Expect: the money and the RCT credit.
- Once all that is left is the RCT the customer is expected to hold back, the invoice is not chased.
- Record a payment offers Retention held for what the customer keeps back, and the day it is due back can go in Released on. Retention held settles that part of the balance, which is then not chased. Once that day has come, Payments shows the amount under Retention due back.
