When creating or editing a visit, you can set the “Invoicing basis” which specifies how that visit will be invoiced once it’s marked complete. The options for the invoicing basis are:

You can set the default invoicing basis on the visit settings screen. Any new visits will be created using this default.

Visits on a “Time and materials” basis are invoiced based on the hours added for that visit in addition to any materials used. By default, all visits are created on the “time and materials” invoicing basis.

When you mark complete a visit on a “Time and materials”, you’re prompted to enter the time spent on that visit as well as any materials used (see time and materials).

For example, you may enter 2.5 hours + $25 in materials for a visit.

When creating the invoice for this visit, those hours and materials are automatically added as line items on that invoice. The “hourly rate” specified on the visit settings screen is used by default for calculating the price per hour. You can also set a custom hourly rate on each visit. Alternatively, if you have selected a “Material for employee time” on the QuickBooks Integration settings or Xero settings page, then it will use the price from that material for the hourly rate.

You can also set your time spent on the job to be rounded to the nearest 15, 30 or 60 minutes when generating a time and materials invoice by changing the "Round employee time to" setting on the Xero settings or QuickBooks settings screens depending on which system you are using.

To specify which QuickBooks or Xero item to use on the invoice line item for hours worked, you can set the “Material for employee time” setting in the Xero settings screen or QuickBooks Online settings screen. When the hours worked come through on the invoice they will be allocated that item.

In our example, if the hourly rate $50 then it automatically creates an invoice line item for $125 (2.5 hours x hourly rate of $50) and a line item for $25 in materials.

Visits with a “fixed price” invoicing basis are invoiced based on the price and quantity you specify when creating that visit. When creating a visit with a fixed price basis, you are prompted to enter the line item quantity, price and description which will appear on the invoice created from that visit. For example, you might enter a description of “Basic lawn care service” with a price of “$75” and a quantity of “1”.

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You can still enter employee hours for that visit but those hours will not appear on the invoice. Only the price, quantity and description specified above will appear on the invoice. In the example above, there will be just one invoice line item with the description “Basic lawn care” for $75 irrespective of how many hours were spent on the visit. Any materials added to the visit will also appear as line items on the invoice.

Any visits set to be non-billable will not prompt you to create an invoice after they are completed.