Invoice Tab

The job's invoice details, payment details and the actual hours worked by your field workers are available in this tab.

Invoice section

Every job can have only one invoice in Onexfort. The invoice can have multiple line items. When a booking is confirmed, an opportunity gets converted into a job. If the opportunity had an estimate, the estimate would get converted to an invoice automatically. You can then add more items to the invoice.

Add a new Invoice item

To add a new invoice item, click on the + button at the bottom of the invoice section. In the item name drop-down, you will have to choose an item from the existing list of products. If you want a new item, you will have to add it to the list of products on the Products page. 

• When the product is chosen, the description, GST and Unit price will get automatically populated. 
• You can then add the desired quantity. Based on the Unit Price and Qty, the Total including tax will get automatically calculated. 
• The Unit Price doesn't include GST. You can modify the Unit Price or modify the Total as required. 
• To save the invoice line item, you have to click on the Save button. To not add the line, you can click on the Cancel button. 
• When the line is added, the invoice total gets calculated automatically.

Edit or Delete Invoice items

To edit or delete an existing invoice item, click on the three dots at the right end of the line and choose either Edit or Delete.

Charges

The Charges are a different type of invoice line item. Use this section only if you want to apply a percentage to the total of the invoice. For example, if you want to apply a 10% weekend surcharge to the invoice total, then add a new charge by clicking on the + icon at the bottom of the Charges section. Like the other products, Charges should also be already defined on the Products page.

You can apply multiple charges to the same invoice and the charges will be cumulatively applied in the order you add the charges. If you add more than one charges, you can click on the Recalculate button to get the charges reapplied on the invoice. 

Discount

You can apply a discount to the invoice in the totals section of the invoice. To add a discount, click on the three dots and choose between the two discount types: Fixed and Percent. Enter the value and click on Save. 

Payments section

You can record all payments related to this invoice in this section. 

• To record a new payment click on the + button at the bottom of the section.
• Choose the Payment method, enter a description, choose the payment date, enter the payment amount and click on Save.
• The balance amount of the invoice amount minus all the payments received will be shown. 
• To edit an existing payment, click on the three dots at the right end of the line and choose either Edit or Delete.

Stripe Payments

• If a deposit payment was made using Stripe by your customer the Stripe payment will be automatically shown in the payment section.
• You can also process Stripe payments manually by clicking on the Add Stripe Payment button. 
• When the Add Stripe Payment button is clicked, a popup opens showing the balance payment to be received. You will also be given two options to either use a saved card (the credit/debit card using which the customer paid the deposit payment) or a new card. 
• The Saved card details are stored by Stripe and the details are not stored in Onexfort. 

Actual Hours section

If your field workers used the Onexfort mobile app, they will be able to start and finish the jobs and record the actual hours. The recorded actual start time, start location, actual finish time and finish location are shown in this section. 

You can also manually enter the actual start time and actual finish time in this section. 

The calculated total hours for the job is shown. 

This section shows one record for every leg in the operations tab.

Update & Generate Invoice button

You can use this button to regenerate the invoice items that are hourly product type, based on the actual hours. A similar button is also available on the mobile app for your driver to use for regenerating the invoice based on the actual hours. 

Buttons on the top of this tab

Generate Invoice PDF

After the invoice items are updated, you have to click on this button to generate the Invoice PDF with the updated invoice items. The Download button is available to view the Invoice PDF and download to your device. You can however attach the Invoice PDF to your emails directly by enabling the attach option on the Email Templates.

Generate POD PDF

When you click on this button it will generate the proof of delivery PDF document. This document will get generated only if a customer signature has been taken on the mobile app by the driver. The Download button is available to view the POD PDF and download to your device. You can however attach the POD PDF to your emails directly by enabling the attach option on the Email Templates.

Generate Work Order PDF

When you click on this button it will generate the Work Order PDF document. The Download button is available to view the Work Order PDF and download to your device. You can however attach the Work Order PDF to your emails directly by enabling the attach option on the Email Templates.

Generate Insurance Quote

If you have a distribution agreement with Coverfreight, this button will be enabled on the Invoice tab. When you click on this button, the comprehensive insurance quote will get automatically generated based on the following factors:

• Job Date - this has to be a date in the future
• Pickup suburb
• Delivery suburb
• Good value - this value can be changed on the Inventory tab and the insurance quote can be generated again