Tier 4 — Finance & Payments

Converting Jobs to Invoices

Once a job is marked Completed, you can turn it into a draft invoice in one step. AxiomBlue builds the line items from the job's billable time, materials and approved variations, so you don't retype the work.

Applies to: every plan — Free, Basic and Professional. You need both View Jobs and Create Invoices permission. No feature flag controls this.

Prerequisites: Completing & Closing Jobs.

Before you start

  • The job's status must be Completed. Generate Invoice does not appear on a job in any other status.
  • A job produces one invoice. After that its status is Invoiced and an Open Invoice link sits beside the status badge.
  • Only time entries and materials marked as billable are picked up. Anything you flagged as non-billable stays off the invoice and stays in your job costing.

Generate the invoice

  1. Open the completed job from Jobs & Crews > Jobs.
  2. Select Generate Invoice in the job header — the Invoice Preview opens.
  3. Check the preview — it shows what the invoice will contain:
    • Job Information — job number, customer and description.
    • Invoice Line Items — every line the invoice will carry, with its quantity, unit price, GST and amount. A line from a variation is tagged Approved variation.
    • Invoice Totals — Subtotal, Tax (GST) and Total.
  4. Select Create Invoice.

AxiomBlue creates the invoice as a draft and opens it in the invoice editor.

The preview is read-only. To change a rate, a quantity or the wording of a line, create the invoice and edit it in the invoice editor while it is still a draft. If the preview cannot load, Create Invoice stays unavailable, so an invoice is never created from lines you have not seen.

How the line items are built

This applies to jobs billed on Time & Materials:

  • Labour — one line per person, named Labour – [name]. The quantity is their billable hours after your billing rules (rounding, minimum billable, overtime) and the unit price is their billable rate. If one person worked at two rates, for example into overtime, they get a line for each and the rate is shown in the description.
  • Materials — one line per billable material, priced at its sell price, or at unit cost plus the markup percentage when no sell price is set.
  • Approved variations — every variation on the job that is Approved and not yet on an invoice, at its approved price. Its line items are copied across when they add up to that price; otherwise it goes on as one line, Variation [number]: [title]. Creating the invoice marks each of them Invoiced, so the next invoice does not bill them again. Deleting the draft invoice returns them to Approved. Variations are on the Professional plan.
  • GST — goods and services tax is added at 10% when your business is registered for GST. If it is not, the lines are GST-free.
  • Reference — the job number, so the invoice traces back to the work.
  • Due date — 14 days after the issue date. Change it on the invoice if the customer's terms differ.

Not-to-exceed caps are enforced. When a job carries a not-to-exceed amount, its billable time and materials cannot total more than it. Anything over is scaled down in proportion so those lines land on the cap, and the preview says so. The invoice still itemises the work; the amounts are reduced. Approved variations are extra work agreed on top of the cap, so they are billed in full.

Fixed price jobs claim instead

A fixed price job bills against its contract rather than against actual time, and it can bill more than once. Selecting Generate Invoice on one opens New Claim.

Choose a Claim Type — Deposit, Progress Claim or Final Claim — then how the amount is worked out:

  • % of contract.
  • Dollar amount.
  • Scheduled milestone — offered when the job has milestones.
  • Per line item — offered when the job has lines, so you can claim a percentage complete against each.
  • Everything remaining — offered when there is a balance left to claim.

Deposits and progress claims can be raised before the work finishes. Claiming everything remaining requires the job to be Completed.

What you should see

A new invoice in Draft status. Its number reads Draft — number assigned on approval, because AxiomBlue draws the real invoice number when you approve it. The job now shows Invoiced.

The invoice is not yet a real document and your customer cannot see it. The next step is Sending & Managing Invoices.