Invoice Options

This guide explores how to configure your Xero invoice options

Xero Sync Basic Options

Invoice Import Status

Cloud Depot can import your invoices as either Draft, Approved or Approved Sent. We recommend that you use Draft for the first few invoices until you are happy how the sync invoices look.

Xero invoice numbers 

This option changes how the invoices appear in your Xero account:

  • Xero Invoice Numbers (recommended) - Xero will generate the invoice numbers for you automatically we recommend this option as it always guarantees sequential invoice numbers in Xero
  • Autotask Id Numbers - Cloud Depot will generate Xero invoices using the Id numbers of the Autotask Invoice in the format INV:{AutotaskId}
  • Autotask Invoice Numbers - This option will use the Autotask invoice numbers generated during your invoice cycle in Autotask. Please see the attached warning below for using this option.

Autotask Invoice Numbers - Warning:

When using this option you need to ensure that invoice numbering is sequential in Autotask. Xero will override invoices with the same invoice numbers. For example if you generate a invoice in Xero with invoice number INV-123 then generate a invoice in Autotask with the invoice number INV-123, Xero will override the existing invoice that you manually generated with the sync'd invoice from Autotask, this is by design. To work around this issue we recommend that you generate invoices in Autotask with a different prefix to the invoices generated in Xero. See example below

Invoice Due Date

 

  • Autotask due date - this will pull down the invoice due date from your invoice template, please make sure the due date is on your Autotask template, please see this guide.
  • Autotask invoice generated date - this will use the invoice generated date as your due date
  • 7, 14, 30 Days - this will generate a due date X days from the invoice generated date
  • 20th of invoice Month - this will generate a due date on the 20th of the current month
  • 20th of month following invoice - this will generate a due date on the 20th of the month following the invoice

How many days back should invoices be synced from

 

 

Use this option to sync your historical invoices from Autotask - we don't recommend you use anything less than 7 days just in case your sync is disrupted this will give you plenty of time to resolve the issues and we won't miss any invoices.

 

Insert PO number into 'Reference' field on Xero invoices

This option will pull down PO numbers (if applicable) into the reference field in Xero.


Xero sync advanced options

Don't show descriptions of Service Contracts

This option won't show descriptions from the service contract in the billing item.

Update Xero Contacts During Sync

This option will update existing Xero contacts during the sync of a invoice with the data that matches in Autotask. Please note 

  • The matching is done on the exact name of the contact in Autotask to Xero as is case sensitive, if the match is not found it will create a new contact.
  • The account contact used from Autotask is the first account created in Autotask - to match the correct account contact you will need to setup a UDF in Autotask please see instructions here for setting that up

Send Xero payments dates back into Autotask

This option will send payment dates back to invoices in Autotask. This functionality is not available on all plans and payments are applied per hour. 

 

Show Resource on Invoices

This option will append the user resource from tickets on the billing line-item.

 

Round to 4 decimal places in Xero

This option will send data via the API rounded to 4 decimal places rather than the default 2 decimal places, please update Autotask to use 4 decimal places if you wish to use this feature.


Further cosmetic changes to the billing line-items.

The Autotask API presents the data in a different format to how its presented in the Autotask web-console, we have worked hard to make the Xero invoices match as closely as possible. In some cases the formats might differ a little, we have some further advanced options that can only be applied by our support team to further fine-tune the look. Please contact us for further advice.