Stage 5 of 6: Invoice for your Job

Welcome to your fifth step with NextMinute. There are three ways to raise an invoice - from a quote, from charges, or as a standalone blank invoice - and they all feed the same back-costing report. We'll go through it in the same order as the video.

1. Create an invoice from a quote

Create an invoice from a quote → How to create an Invoice from a Quote

For fixed-price work, the easiest route is straight from the quote. Open the quote, hit More → Create invoice from quote.

You'll get a few choices:

• All items or selected items — invoice for everything, or pick particular stages/items. Selecting items is how you handle progress payments.
• Keep sections or combine — keep the individual sections laid out exactly like the quote (site prep, rubbish removal, etc.), or combine them into a single section called Details.
• Full or part amount — for a deposit-then-instalments arrangement, choose part amount and enter a percentage; NextMinute works out the amount automatically.

Press OK, give it a title if you like (e.g. Deposit), and Save. You can keep editing the invoice afterwards — you'll notice the quantities adjust to match the percentage you invoiced. As with quotes, use the print options to control what the customer sees.

💡 Need an exact, hard-to-split amount? Go to the Invoice folder → Add → a blank invoice, then type the exact content and amount. Most people select an Other fee, call it something like Total invoice amount, and enter the cost. Any invoice — from a quote or not — is always comparable in the back-costing report, which shows the invoiced amount, the percentage invoiced, and how much is left to go.

2. Or invoice from charges

Invoice from charges → Create an Invoice from Charges – Desktop

For time-and-materials (charge-up) work, invoice from the Charges folder instead. It shows every unbilled charge added to the job — from timesheets, imported bills, your accounting package, or costs added manually.

When you're ready to bill, either select particular items or hit More → Create invoice from charges → all items. That raises an invoice from those charges and clears them out of the Charges folder, so you can always see at a glance what's been billed and what hasn't. (Use the filter to show everything that's already been invoiced.)

💡 Tip: Invoicing from charges pulls through the labour your team timesheeted and the materials added to the job — so the more diligent everyone is in Stages 2 and 3, the more accurate (and profitable) your invoices.

3. Sync your invoice to Xero or MYOB

Sync your invoice to Xero or MYOB → Syncing NextMinute invoices with Xero & MYOB

If you're connected to Xero, MYOB or QuickBooks, you'll have the option to sync the invoice across. This creates a copy of the invoice in your accounting package, and any payment recorded there will then mark the invoice as paid in NextMinute too.

💡 Rule of thumb: create the invoice in NextMinute first, sync it across, then reconcile it in your accounting package.

4. Record payments and credit notes

Record payments and credit notes → Add Payment & Credit Note to Invoice

You can record payments and credit notes directly against the invoice. If you're synced to your accounting software, payments reconciled there flow back to mark the invoice paid in NextMinute; otherwise you can record them here to keep the job's status accurate.

✅ Done when...

You've raised an invoice and it has synced to your accounting software.

Next step → Stage 6: Review your Reporting