Configure & Setup

A detailed look into how each invoicing part works in StayOnHire.

Invoicing requires billing features be active in your StayOnHire account and that your account has the appropriate permissions to view, create, edit and delete billing data. Refer to Activate Billing and User Permissions for more information.

Configure & Setup

Invoice Numbering

Navigate to Settings > Billing > Invoice Numbering

By default, new StayOnHire accounts will begin their invoice numbering schedule with:

• Invoice Number Prefix: "None"

• Next Invoice Number: "01"

• Invoice Number Padding: "2"

Some businesses customer their invoice numbering to differentiate between invoices generated in StayOnHire compared to those created in an integrated accounting system. For example, invoices in StayOnHire can be configured to increment as "SOH-001, SOH-002, SOH-003" etc. while letting your accounting integration increment as "INV-001, INV0-002, INV-003" etc.

Due Date

Navigate to Settings > Billing > Due Date

By default, new StayOnHire accounts will have their default invoice date set to pre-fill as:

• Due Date: "Today's Date"

By changing this to one of the listed options available, any newly drafted invoice in StayOnHire will insert a due date better suited to your business needs.

Billing Cycles

'Billing cycles' determine how many invoices will be drafted between the start and end of a job, in order to invoice your customers accurately in sync with your calendar and on/off hire times.

A company may have multiple billing cycles and apply them differently on each job, for example:

Customer 1 is invoiced on the '1st of the month', for the calendar month

Customer 2 is invoiced on 'Monday weekly'

These cycles can be saved to an individual contact or set each time you create a new job.

Create a new billing cycle

1. Navigate to Settings > Billing > Default Billing Cycle and click the 'Manage' option

The manage billing cycles settings button

1. Click the add "+" button located In the top right-hand side of the page

A popup modal will appear asking for a few variables

1. Answer each of the following fields to create a new cycle

• "Frequency" displays the most common types of recurring configurations

• "Invoice From" allows you to change when and how you want this cycle to begin invoicing (commonly 'after the first asset is on hired' or ' on the contract start date')

• "Invoice Until" allows you to change when and how you want this cycle to stop invoicing (commonly 'after the last asset is off hired' or ' on the contract end date')

• "Cycle Name" will appear as an option when you toggle on the desire to "Save this billing cycle for future use". This is intended to be a short nickname that everyone in your company can recognise, such as '1st of the month'

Set a default billing cycle

Navigate to Settings > Billing > Default Billing Cycle

By default, new StayOnHire accounts will have their default billing cycle set to:

• Default Billing Cycle: "Today's Date"

By changing this to one of the listed options available, any newly drafted invoice in StayOnHire will insert a due date better suited to your business needs.

Invoice Customisation

Navigate to Settings > Billing > Customise Invoice

Invoice Reference

By default, new StayOnHire accounts will have their default invoice reference field set to pre-fill as:

• Reference: None

Adding a StayOnHire {{ReferenceTag}} into this field will pre-fill newly drafted invoice with a reference to StayOnHire data.

This can then allow unique job data to be sent to third party accounting integrations.

Common examples used include {{JobPONumber}} or {{JobSiteAddress}}.

Custom Reference Tags

There is currently only one customisable reference tag: {{InvoiceNotes}}

This tags can be inserted around billing documents and by default, this will be set to the bottom of default StayOnHire invoices:

{{InvoiceNotes}}: Please make payment to the following recipient with "{{InvNumber}}" as the payment description/reference, thank you.

{{OrgName}} BSB: {{OrgBankBSB}} Account #: {{OrgBankAccountNumber}}

Adding StayOnHire Reference Tags into this field will pre-fill newly drafted invoice with a reference to StayOnHire data.

Auto-invoice Drafting

Navigate to Settings > Billing > Auto-invoice drafting

Auto-invoice drafting

By default, new StayOnHire accounts will have their default auto-invoice drafting settings set as:

• Create drafts: "Never"

By changing this setting, you are enabling turning on the automatic generation of new draft invoices based on your calendar and schedule.

Draft invoices do not sync to third party accounting integrations. Unwanted draft invoices can be deleted with ease.

Invoice duration of hire pre-fill

By default, new StayOnHire accounts will have their default auto-invoice drafting settings set as:

• Row pre-fill: "Confirmed on hire times"

By changing this to one of the listed options available, any newly drafted invoice in StayOnHire will insert a due date better suited to your business needs.