From customer work to an invoice

Create the right work record

1. 1

   Select the customer

   Open your work area—Bookings, Jobs, Projects, Itineraries or your industry's equivalent—and create a record with the correct customer.

2. 2

   Set dates and currency

   Use the dates or appointment times supplied by your business profile. Choose the intended currency before adding priced items or billing documents.

3. 3

   Add the service detail

   Build the relevant appointments, stages, visits or days and add service items with descriptions, quantities and unit prices. The application calculates line totals.

4. 4

   Assign staff where available

   When staff scheduling is enabled, choose registered staff and the correct time or date range. Overlapping reservations for the same registered resource are checked; free-text names cannot provide that resource check.

Prepare a proforma

With Invoicing enabled and the required permissions, open Finance → Invoices and create a proforma. Select a work record when the document relates to existing work, or create a standalone proforma when appropriate.

Linking work carries its customer and currency into the document. Review the total, due date and notes before saving. A proforma is a preliminary document; use the document's available issue/finalise action when it is ready to become an invoice.

Review before issuing

• Check the customer, currency, service descriptions, quantity, price and payment terms.
• Issued documents use a snapshot so later work edits do not silently rewrite an existing invoice.
• Once priced items or billing documents exist, changing the work's currency is blocked to avoid relabelling amounts.
• Record customer payments only when they have actually been received. Overpayments are rejected because there is no customer credit-balance ledger.
• Keep different currencies separate. Gatherdesk does not silently convert balances into a single currency total.

Customer finance and your Gatherdesk subscription

Finance contains the money your business bills or receives from its customers, plus supplier workflows when enabled. Settings → Management → Billing & plan contains your business's subscription to Gatherdesk. A payment in one area does not settle the other.

The available finance tools do not by themselves establish jurisdiction-specific tax or accounting compliance. Confirm the required invoice content and accounting process for your own business before issuing documents.