Invoice Builder Tools

“Once your job is complete, make sure you’ve marked it as ready to invoice as mentioned in our back costing video. You’ll find it sitting in your invoicing column.

To start invoicing, open the job card and click on the invoicing button located on the left hand side under tools.

In this video, I’ll cover invoicing for all types of jobs. Let’s

start with invoicing for a quote or estimate. If you’re invoicing for a quote or estimate, your button will say invoice from quote or invoice from estimate Start by selecting create invoice from quote or estimate You’ll see a few options here The first is to do a percentage of the quote or estimate This is usually used for deposits and progress payments.

The next option is to invoice the remainder of the quote or estimate, which is usually used for the final invoice if you’ve been invoicing progress payments.

Finally, we have the quote sections option. This allows you to replicate your original quote or estimate into an invoice automatically.

You can select the whole quote or estimate by ticking select all or if your quote has multiple sections, you can invoice for one section at a time by selecting the ones you want to invoice for. Once you’ve made your selections, click add to invoice in the bottom right to open up your draft.

If your job is a charge up or due and charge, your button will say quick invoice instead. Selecting this this option will automatically create a draft invoice by pulling in all the costs you’ve added to the job so far since you aren’t pulling line items from a quote or an estimate. From

here, building out and editing your invoices will be the same. So let’s get started.

You can make adjustments to existing line items, add new line items, and format your invoice. If you’re familiar with quoting in Fergus, you’ll find the invoicing process very similar.

To add new line items, simply type into the add add a line item section and hit enter.

You can then enter the cost and sell price and adjust the quantities.

If you have a price book, you can also search for those items directly and the prices will populate automatically.

Next, use the pencil icon to choose what details to display for your customer. For instance, if you want to hide individual prices and only show a total, simply untick the price checkbox.

Switch to preview mode to see how the invoice will appear to your customer.

Once you’re satisfied with the invoice, click approve.

Remember, once an invoice is approved, it cannot be edited, so only click this when you’re completely finished.

Before sending, check the box on the left. If the job is complete, tick this box to inform Fergus that the job is fully invoiced. If this is a progress payment and the job is not complete, leave the box unticked. Click approve an email to send it to your customer. If you’ve connected your accounting package to Fergus, a copy of this invoice will automatically sync across. You can reconcile payments as per usual in your accounting software, which will update Fergus when the invoice is paid.

Your invoice will reside in the payments column until it’s fully paid. A green status means it’s within payment terms while red indicates it’s overdue.

And that’s it. You’ve successfully sent your invoice. Thank you for watching.”