Create Your First Invoice

When it's time to bill your client, you can create an invoice in seconds – either from scratch or directly from an accepted estimate.

Two Ways to Create an Invoice#

Option 1: From an Estimate#

This is the quickest method when you've already created an estimate for the job.

1. Open the estimate from the Estimates page
2. Tap Actions (on a computer it's in the bottom-right corner), then Create invoice. If the estimate isn't accepted yet, choose More Actions, then Convert to Invoice
3. Review the details – line items are automatically populated
4. Adjust anything that needs changing
5. Click Create Invoice

Option 2: From Blank#

Creating an invoice from scratch when you don't have an existing estimate.

1. Open Projects and tap or click + New (on a computer it's in the bottom corner)
2. Choose New invoice
3. Fill in the details manually
4. Click Create Invoice

Invoice Details#

Client Information#

Select an existing client or create a new one. The client's details will appear on the invoice.

Dates#

• Date Issued – Defaults to today, but you can change it
• Due Date – When payment is expected. Out of the box this is 14 days from issue. You can set your own default under Settings → Business → Invoices due within

Project (Optional)#

Link the invoice to a project if you're using project management.

Line Items#

If you're creating from an estimate, line items are pre-filled. Otherwise, add them manually:

• Description – What the charge is for
• Quantity – How many units
• Unit – Measurement type (each, hours, m², etc.)
• Rate – Price per unit
• Amount – Automatically calculated (quantity × rate)

Click Add Item to add more line items.

Invoice Display Options#

Control what the client sees on the invoice:

• Show Quantities – Display the quantity column
• Show Rates – Display the unit rate column
• Include GST in prices – Show each line amount and rate with GST already added, so your client sees the full amount against every line. The summary at the bottom still shows the subtotal before GST, the GST amount and the total, so the tax invoice adds up. Prices are shown before GST unless you turn this on. It has no effect on GST-exempt invoices.

If quantities and rates are both hidden, the client sees only descriptions and amounts.

To change them, open the invoice and tap Display options, next to Bill to at the top. Each change saves straight away. While you're editing an invoice, the same options sit in the row of details at the top and save when you save the invoice.

An invoice created from an estimate uses the same GST display setting as that estimate, so the quote and the invoice match. A new blank invoice follows your default under Settings → Business → Show prices inc GST. Either way, you can change it on the invoice itself.

Totals and Tax#

The invoice automatically calculates:

• Subtotal – Sum of all line items
• GST – Tax at 10% (Australian default)
• Total – Final amount including tax

Saving and Sending#

Save as Draft#

Click Save to save the invoice without sending. It will appear in your invoices list as a draft.

Send to Client#

Once ready, send the invoice directly to your client via email. In the send screen you can also:

• Cc other people – Add extra email addresses so a partner, office manager or builder gets a copy
• Cc yourself – Tap Cc yourself to get a copy in your own inbox with one click

Check your bank details first. Before it sends, Sammy checks the payment instructions from Settings → Terms. If they're still the example ones Sammy started you with (BSB 000-000), or a BSB or account number line is empty, you'll see a Bank details not set warning and Sammy will ask you to confirm before sending. Tap Add bank details to fix them, or Send anyway – in which case the invoice says "Please contact us for payment details." instead of any made-up numbers. See Setting your terms and conditions.

Send a Payment Reminder#

If an invoice has been sent but not paid yet, open it, tap Actions (on a computer it's in the bottom-right corner), then Send reminder. Sammy emails your client a polite payment reminder with the invoice PDF attached. The message is pre-written around the due date ("due on…" or "was due on…") and you can edit it before sending. Sending a reminder doesn't change the invoice status.

Invoice Status#

Invoices move through these statuses:

• Draft – Not yet sent
• Sent – Emailed to client
• Paid – Payment received
• Overdue – Past due date
• Cancelled – Invoice cancelled

Syncing with Xero#

If you use Xero for accounting, you can sync your invoices automatically.

Once connected, invoices you create in the app can be pushed to Xero. Payment status syncs back, so when a client pays through Xero, the invoice updates here too.

For setup instructions, see Xero Integration.

Tips#

• Progress invoices – For larger jobs, create multiple invoices at different stages (deposit, progress payment, final payment)
• Match to estimate – When creating from an estimate, you can adjust quantities or remove items if the final scope changed
• Keep records – All invoices are saved and searchable under Projects → Invoices

What's Next?#

You've completed the Getting Started guide. To get more from Sammy, explore Personalising Sammy to fine-tune how estimates are generated for your business.