StayOnHire Website

Create an Invoice

This page is a guide and overview on generating invoices in StayOnHire. Additional functionality is available for businesses with accounting integrations.

Overview

There are two types of invoices that can be created in StayOnHire:

Both invoice types can be created from the blue 'Create' button:

Create a 'new invoice' from the blue primary action button

Linked Invoices (recommended)

A linked invoices has additional functionality as is can prompt/remind your billing team to insert expenses or charges to the customer from a job/hire. This includes structured billable items like:

  • On/Off Hire Allocations

  • Transport (Mobe/Demobe charges)

  • Stand Downs

  • Damages Logs

  • Refuelling Events

  • Cleaning Fees

  • Other Billable Items

Linked invoices can be created by two methods:

  • From an open job, on the Billing tab

  • From the primary blue 'Create' button

From The Job (recommended)

We recommend generating draft invoices from the job drawer, in the billing tab or even from the Billing page calendar view, when looking at a job:

Draft an invoice from the job drawer (when on the Planning page)
Draft an invoice from your calendar (when on the Billing page)

By generating an invoice from the context of a job, we can begin to see other billable items that may be due to charge this customer:

Linked invoices will display prompts to also charge for other billable items

From the blue 'Create' button

Alternatively, this can be done from your blue 'Create' button in the top right-hand side of your page.

  1. Click 'Invoice'

  2. Select the 'Linked' tab

  3. Select the job you wish to link this new invoice to and click 'Create'

New invoice from the blue 'Create' button
Click the linked tab, then select a job

Standard Invoices

A standard invoice is no different than one created in your accounting system.

We recommend using Linked Invoices for all jobs managed in StayOnHire.

Standard invoices are not linked to a job in StayOnHire

By selecting a client or customer contact, an empty draft invoice will be generated and opened on the right-hand side of your screen (or fullscreen if on a mobile device):

Accounting Sync

Invoices will not sync to an accounting package until they are marked as 'Approved' in StayOnHire.

In the example account pictured below, a Xero integration is connected.

When connected, a 'Sync Status' field will appear and display additional information on the progress of a sync.

A 'Sync Status' field will appear if an accounting integration is connected

Once and invoice is 'Approved' in StayOnHire, the invoice sync to your accounting integration will be completed:

An approved invoice with its Sync Status changing once approved

For more information on how our Xero integration works, visit the Xero guide.

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