This article contains everything you need to know about invoicing in GeoOp if you are integrated an accounting software from our list of integrations. If you are not integrated with an account software, you can read more about invoicing here.

This includes:

We've listed all of the details for setting up your accounting integration in GeoOp in these articles:

Make sure you integration is set up correctly before continuing with this article.

Once you are integrated, you will need to check your integrated invoice settings. This will make sure that when are creating charges and invoices they have the correct rates and details on them. To get to your invoice settings go to the invoices icon in the navigation bar and then click on the three dots in the top right and select 'Settings', as shown below.

On this page you will find the following:

When you are integrated with an accounting software, all invoices you trigger from GeoOp are generated within your accounting software and then returned to GeoOp as a downloadable PDF file. This means you will need to manage your invoice template within that software. You'll find details on how to do that within these articles:

The last thing you'll need to manage your invoice flow is some custom Job statuses for invoicing. You can set these up by going to your Jobs list, clicking on the three dots in the top right and then selecting Settings as shown below.

Here you will see your list of Job Statuses. You can then add your additional job statuses for invoicing, for example: Ready for Invoicing, Invoiced, Invoiced Paid

We recommend adding all of your invoice statuses to the grey status category, as this represents Jobs that are completed.

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That's it, you're all set up to Invoice in GeoOp now! Learn more about how to Invoice on Jobs below.

We've outlined below the simple steps to Invoicing a Job in GeoOp.

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For all accounting integrations, the GeoOp Job Reference will become the invoice number (unless . This Reference is auto-generated upon creation of a new Job (though editable after the Job is saved, if required). To enable you to create Job References as you wish, you can set your chosen increments within a defined structure.

Go to Settings > Company Account, then click the Extra Features side-tab.

Under 'Reference Increment', you can define values for both:

Note: The number field is required, and cannot be left blank.

To view jobs that are ready to be invoiced and your invoice runs, click the invoice icon in the navigation bar as shown below.

Those invoice statuses that we set up earlier are the best way to manage where all your invoices are at. Find the coloured status filter and click it to see a breakdown of all the Jobs with Charges that fall within that status colour.

From the Invoices tab within the Invoices area of GeoOp, it is possible to Invoice your Charges in bulk. In this tab you will see a list of Jobs with billable Charges that have not yet been invoiced.

We recommend using the filters on this page to ensure you are only invoicing the Jobs that you intend to invoice. Highlighted below you will see filters for status, date, type of Charge, scheduled vs. unscheduled as well as other advanced search options.

For example, you may only want to bulk invoice Jobs that were

Once you have filtered this list to be only the jobs you want to invoice, you can then check through the charges and make sure they are already ready to be invoiced as well. If you'd like to remove a charge from the Job, you can do so by clicking the grey minus button next to the Charge.

In the example below, we can see we have added a 'Quoted' Charge (identifiable by the grey icon) as a Billable for this job. That's incorrect, so we can delete it by clicking the minus button.

If you have items that you don't want to remove, but aren't ready to be invoiced, we can use the checkbox functionality down the left side of the page to select which Charges should be invoiced for each job. Simply deselect the charge you don't want to invoice.

It is also possible to choose how you want to Bulk Invoice your jobs. You can choose to do that either by Job or by Client using the toggle shown below. You'll also see in this screenshot the option to mark the invoices as approved. If this box is left unchecked those invoices will be generated in Xero as a Draft.

Once you're ready, click the 'Create Run' to bulk invoice your Charges! This will set all of those Charges to Invoiced.

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The Invoice Runs tab will show you a list of all of the invoice runs you have already created. You can get to your invoice runs by clicking on the invoices icon in the navigation bar, and then clicking on the invoice runs tab.

From here on the left hand side you will see a list of all your invoice runs, simply select any of those runs to see the details of it. When viewing the details of a run, it is also possible to download a CSV or Excel file. If you need to make some amendments to a run, you can undo in the invoice run my clicking the 'undo invoice run' button.

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Once a Charge has been invoiced on a job, it cannot be changed without undoing the "invoice run".
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To identify whether an item has been invoiced or not, simply view the final column "Invoiced" from within the Charges tab of any job. If the contents of the box contain the word "Yes" then this item has already been invoiced and the invoice run will need to be undone to edit the item.

To undo the invoice, simply click on the word "Yes", this will now take you to the invoice run page, then select "Undo Invoice Run". This will remove the invoice from your accounting software.

If you return to the Charges tab the Invoice column will now display the word "No", in which case you can freely make any changes to the item.

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