Creating and sending an invoice from a contact

You can raise a Xero invoice directly from a Contact's profile in SwiftFox. Invoices are created on the profile's Financial tab, integrated to Xero, then approved and emailed through Xero. This works for both Person and Organisation profiles.

Before you start

• Your Xero organisation must be connected and the relevant tax rates, accounts and items mapped (see Configuring mappings).
• Make sure the contact's first name, last name and email are accurate so contact matching links to the correct Xero contact (see Contact matching between SwiftFox and Xero).

Open the invoice form

Selecting Create Invoice immediately creates a draft invoice against this contact, before you have entered anything. If you decide not to go ahead, use Delete in the invoice drawer rather than closing it, or an empty draft will be left on their record.

1. Open the Person or Organisation profile.
2. Go to the Financial tab.
3. Open Invoices.
4. Click Create Invoice.

Complete the invoice header

Fill in the header fields:

• Invoice No
• Customer
• Invoice date
• Currency
• Reference (optional)
• Due date

Add line items

For each line, set:

• Item — for example an event ticket or membership.
• Comment — line description / notes.
• Quantity
• Unit amount
• Account — the Xero account the line posts to.
• Tax rate — for example GST on income.
• Tax inclusive — tick or untick depending on whether the unit amount includes tax.
• Tracking categories — the line-item table shows one column for each tracking category configured in your Xero organisation, so how many of these you see depends on your own setup.

Add additional line items as needed.

Integrate the invoice with Xero

1. Click Integrations.
2. Select Integrate with Xero.
3. Confirm the pop-up. Note the following before confirming:
   • This action cannot be undone for that invoice.
   • Edits can still be made afterwards in either SwiftFox or Xero.
   • Xero's default invoice branding will be used.

Save, approve or delete

Three actions sit along the bottom of the invoice drawer:

• Save as Draft keeps the invoice at Draft status so you can return to it later.
• Delete removes the invoice. You are asked to confirm first, and the invoice then leaves the default view of the Invoices table.
• Approve issues the invoice. This is a split button: select the arrow beside it for the other approval options, including approving and emailing the invoice through Xero in one step.

Once the invoice is approved:

1. It appears in the Invoices table with an Approved status.
2. When the invoice is paid in Xero, its status updates to Paid in SwiftFox automatically.

Editing an invoice after it has been issued

You can still change some details after an invoice has left draft. Open the invoice, select Edit invoice at the bottom of the invoice preview, make your change and select Save.

• Invoice reference can be changed at any status except a voided one, including an invoice that has already been paid. The field is labelled Reference on the invoice form and Invoice reference on the edit panel.
• Due date can only be changed while the invoice is unpaid. Once the invoice is paid the field is locked, and the edit panel tells you so.

Viewing invoices on the profile

• All invoices for the contact are listed in the Financial → Invoices table with their current status.
• Voided and Deleted invoices are filtered out of this table by default. Clear the filters to view them (see Invoice status sync and voided/deleted invoices).