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

1. Open the Person or Organisation profile.
2. Go to the Financial tab.
3. Scroll to Invoices.
4. Click Create Invoice. The drawer that opens is titled Manage Invoice.

SwiftFox creates the invoice record as soon as the drawer opens, before you have entered anything. If you open it by mistake or change your mind, use Delete inside the drawer rather than simply closing it — otherwise you leave a $0.00 Draft invoice on the contact.

Complete the invoice header

Fill in the header fields:

• Invoice No
• Customer
• Invoice Date (required)
• Currency (required)
• Reference (optional)
• Due Date

Add line items

Click Add Line Item for each line, then 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.
• Your tracking categories — each Xero tracking category your account uses appears as its own column, named for that category. In this account they are Location and Department; yours will be named for whatever is set up under Settings → Finance & usage → Tracking categories.

Tax and Amount are calculated by SwiftFox and cannot be typed into.

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.

Approve and send

The footer of the drawer offers Save as Draft if you want to come back to the invoice later, and three ways to finish:

• Approve & Email — approves the invoice and emails it to the customer through Xero. This is the button shown by default.
• Approve — approves the invoice without emailing it. Open the dropdown arrow beside Approve & Email to reach it.
• Submit for approval — routes the invoice to be approved by someone else rather than approving it yourself. Also in that dropdown.

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

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. The filter control above the table shows how many filters are applied; to see them, open it, choose Clear all, then Apply filter (see Invoice status sync and voided/deleted invoices).