Explainer Video - Auto-Invoicing with Xero and GoProposal
What Is Auto-Invoicing?
Integrating GoProposal with Xero means that each time a proposal is accepted, GoProposal will send details through to Xero to generate the invoice for your client.
You can learn more about setting the Xero integration up here.
By default these invoices are set to draft status, meaning you will want to go into Xero to approve your invoices and set up any of those that are recurring.
To reduce the amount of admin time your team need to spend managing invoices, GoProposal can drive the sending of these over to your Xero account each month.
This means that if you make a change in GoProposal, the invoice is automatically handled for you in Xero.
To make this possible you just need to set up Auto-Invoicing...
Step 1. Enabling Auto-Invoicing
From the admin area of your app, head to Settings > Integrations > Xero..
..On the right hand side of this page, you will see the option to choose what you want the trigger to be for your monthly invoices.
Repeating Invoices in Xero
Repeating invoices will be triggered through Xero. After a proposal has been accepted, the first invoice will be set up as a draft and you would need to go into Xero to set this up to be approved and recurring.
If you have configured your settings to have AutoInvoicing from GP and then you want to change to Repeating Invoices in Xero, ensure that you have removed any invoices from the All Repeating Tab.
From here, head to Xero and set up the Xero Repeating Process. This will ensure there are no duplicates sent to Xero from GoProposal.
AutoInvoicing from GoProposal
Invoices will be automatically generated in Xero for you each month from GoProposal. This uses GoProposal to drive the invoices into Xero each month, which means that if you make a change in GoProposal, the invoice is automatically handled for you in Xero.
Switch over to AutoInvoicing on this page!
Step 2. Decide on your Invoice Status
From your Xero integration page, you can also decide whether you would like these invoices to go through to Xero as drafts each month, or you would like them to be approved automatically.
If they are approved automatically, ensure they will be e-mailed to your client each month by checking the box to 'automatically email monthly invoices to clients'
These will be sent each month on the day set in your Integration settings.
If you would like to ensure the first invoice is sent to your client on the date the proposal is accepted, rather than the day set in the settings above, then check this box.
This will work in any situations where the proposal is accepted after the date chosen in your settings. For example, if a proposal is signed on the 2nd February, it has a start date of February but the date set in your settings is the 1st.
Please note that if the proposal has a start date in the future, for example it is accepted in February but has a start date of March, then the first invoice wouldn't go out until March.
All other recurring invoices after the first would then go out on the day set in the Integration settings.
Step 3. Saving your settings
Save your changes once you're done.
Click here to learn about other invoice settings you can control on this page.
Using The Auto-Invoicing Feature Once Set-Up
Moving forwards, every accepted proposal containing a monthly amount will be sent to Xero each month for that client, provided you have assigned or created a Xero contact to that proposal.
You will have a new invoices dashboard where you will be able to see all existing invoices that have been sent to Xero through GoProposal.
Any invoices that are set up as repeating invoices will be within the Repeating Tab.
From your repeating tab you can also edit details of existing clients on your invoices. For example if a client notifies you of an address change or change of e-mail for invoices to go to.
You can edit names, addresses, and send these details over to Xero on your next invoice.
You can also delete existing invoices to stop them from repeating.
What Happens With Previous Invoices?
Proposals that were approved or signed prior to auto-invoicing being set up will not automatically be added to auto-invoicing.
You can move them over from your proposal dashboard, by finding the proposal you want to convert to auto-invoicing, selecting invoices and then convert to auto-invoicing.
If you do this, make sure you delete any existing invoices for this proposal in Xero.
Stopping Repeating Invoices
Repeating Invoices don't stop until either cancelled from the Invoices page, or replaced by a new proposal.
You would need to do a fee review to remove any catch up (alignment fee) payments from ongoing invoices by overwriting the existing invoice.
Replacing Existing Repeating Invoices
If you are producing an annual fee review or mid year extra work order for a client, the monthly amounts on those invoices may change.
GoProposal can handle these changes automatically once you have Auto-Invoicing set up.
When creating a proposal, opt to replace the repeating invoice for an existing proposal and then type the proposal ID into the empty field.
What happens with One-Off Invoices?
One off invoices will be sent separately to monthly invoices in Xero and will be pushed across in either draft or approved status, depending on the settings defined on your Xero integrations page.
They will be sent to your client on the date defined within your Xero settings when the proposal is accepted.
Auto Invoicing With Key Dates
Monthly invoices set up using Auto-Invoicing will sync with start dates assigned to services using Key Dates, click here to learn more.
Setting up the Xero integration