Check and send an invoice to Xero
Review the draft TrakkHQ builds for each finished job, then send it to Xero.
- Open Invoices. Each finished job has a draft on the left marked Needs Review or Pending Approval.
- Click a draft. Read any warning at the top, such as Review needed before approving or This draft is out of date. Press 🔄 Rebuild this draft if asked.
- Check the PO / Job Reference, Billing Start and Billing End, Billable Hours, Unit Price, tolls and extras. Click a line's description to change the wording on the invoice.
- Press Save Changes if you changed anything.
- Press 🚀 Approve & Send to Xero and confirm. The invoice number appears and the draft leaves the list.
- Finish the invoice in Xero (approve and email it to the customer).
Customers need a Xero contact before their invoices can send. Link one on the Clients page with 🔗 Link Xero contact.
Common questions
When does a job show up in Invoices?
Shortly after it's completed, either by the driver finishing the job in the app or the office choosing Mark Complete on the board.
Does Approve & Send email the invoice to my customer?
No. It creates a draft invoice in Xero. You approve and email it from Xero as usual.
I need to change an invoice I've already sent.
While it's still a draft in Xero, an admin can open the job on Operations and use Unlock for edit, then Re-send to invoice.
Where does the fuel levy come from?
It's worked out from the customer's fuel levy percentage and the price. It updates by itself when you change the price.
How is waiting time charged?
It's part of the billable hours. When the driver's notes mention waiting, the invoice description says how long they waited.