This guide provides a comprehensive overview of invoicing within Commusoft. It will take you step-by-step through each page within the invoicing module, ensuring you fully understand its features and functions.
Add an Invoice
Learn how to create an invoice after a job has been completed to request payment from the customer.
To create an invoice for a job
To create an invoice for a job
Use the global search bar to locate the job you wish to invoice.
Open the job and go to the Invoices tab.
Click Add new invoice.
Select the Invoice Type
Fill in the necessary invoice details.
If you want to save it as a Draft invoice
Scroll to the bottom of the invoice form
Click Advanced options.
Tick the checkbox for Save invoice as draft.
Scroll to the bottom and click Save Invoice.
Converting a Draft to an Active Invoice
Converting a Draft to an Active Invoice
Once you're ready to finalise and send the draft
Return to the Job Overview page.
Go to the Invoices tab.
Click Draft Invoices.
Select View next to the draft.
Click Convert draft to invoice.
The invoice will now be active and ready for use.
Invoice Types Explained
Invoice Types Explained
Commusoft offers several invoice types depending on your workflow. After clicking Add new invoice, you'll choose from the list of available invoice types. Some of these types can be customised in your system settings—note that the customised name will appear on the PDF for the customer, but the internal system name will remain unchanged.
Deposit – Created as part of an Estimate or Proposal. Once accepted and turned into a job, this invoice is generated automatically and its value is deducted from the final invoice.
Interim – Used during the job lifecycle and deducted from the final invoice. You can raise multiple interim invoices, and their combined value is subtracted from the final invoice.
Grant – Similar to an interim invoice. When a grant-linked proposal is accepted, the system creates this invoice automatically. It forms the basis for the final invoice and is deducted from its total.
Additional – Can be raised during a job but is not deducted from the final invoice. Use this for ad hoc charges.
Retention – Linked to Estimates only. Created when the estimate is accepted and turned into a job. Includes a delay for payment (e.g., 12 months + credit days) based on the invoice schedule set in the estimate. Value is deducted from the final invoice.
Pre-final – A draft version of the Final Invoice created at the beginning of a job. It reflects expected costs and is converted into a Final Invoice when the job is completed.
Draft – A preliminary version of the invoice for internal use and review. This is not visible to the customer until finalised. They do not send to your accounting package.
Contract – Used when invoicing according to a service contract. These invoices are linked to contract schedules and terms, and may include recurring or pre-scheduled charges based on the agreed contract terms.
Final – The last invoice for a job. It closes the job and pulls pricing from the estimate if applicable. Any Deposit, Interim, Retention, or Grant invoices are deducted from the total.
On mobile devices, Interim, Consolidated, and Grant invoices are not available.
If you're using our CIS feature, CIS deductions should only be applied to Final Invoices when you're using Interim or Deposit types.
Invoice Details Explained
Invoice Details Explained
In the Invoice details section, you can:
Add a written description for the invoice manually, or click Copy from job to pull in the job description.
Include engineer feedback from the relevant diary event by clicking Copy from engineer feedback.
Edit the invoice date (it will default to your system date).
Add any additional information you'd like the customer to see.
Invoice Breakdowns Explained
Invoice Breakdowns Explained
Choose how the invoice is structured:
No breakdown: One line item with the total amount.
Breakdown by category: Separates labour and parts.
Full breakdown: Each item listed individually.
Full breakdown by category: Items grouped under labour/parts categories.
Use the Breakdown Section
In this section, you’ll add prices and items to the invoice:
Click into the fields to enter information manually.
Use your keyboard for quick navigation—press Enter to move to the next field, and use up/down arrows to navigate dropdown menus.
Use preconfigured pricing items from your settings to prefill line items.
To add job-specific parts or labour, click Add line items to invoice and select from the side panel.
Parts must be in Installed status to appear here.
Add a Credit Note to a Customer
Two ways of adding a credit note directly from an invoice or job, and from a customer profile. You may need to issue a credit for various reasons—such as cancellations, refunds, or adjustments—and this guide helps you record those properly. Adding a credit note ensures your financial records remain accurate, your customers are clearly informed, and balances are correctly updated.This ensures your financial records remain accurate, and your customer receives a professional credit document.
Adding a credit note to a Customer
Adding a credit note to a Customer
If you need to issue a credit note not tied to a specific job or invoice, you can add it directly to a customer profile.
Go to the Customer record
Click Quick links > Invoices
Select Add new credit note
Fill Out Credit Note Details
Enter a short description (e.g. "Labour reduction")
Adjust the credit note date, if necessary
Choose a breakdown style:
No breakdown
Breakdown by category
Full breakdown
Step 3: Save the Credit Note
Click Save to finalise and apply the credit note
Adding a credit note against an Invoice
Adding a credit note against an Invoice
If you need to issue a credit for an invoice—whether due to changes in the work, cancellations, or refunds—you can add a credit note directly from within the job or invoice in Commusoft.
Locate the Invoice or Job
Use the search bar to enter the invoice number or job number.
Select the correct invoice or job from the results.
Raise a Credit Note
Click on Quick Links in the top-right of the invoice page.
Under the Financial section, select Raise credit note.
Complete Credit Note Details
Fill out the Credit note details:
Add a short description (e.g. "Boiler install refund").
Add any additional customer-facing notes.
Adjust the credit note date (defaults to current date).
Select a breakdown style:
No breakdown: One total line item.
Breakdown by category: Groups by labour/parts.
Full breakdown: Individual line items.
Full breakdown by category: Line items grouped into categories.
In the Breakdown/Items section, enter the item(s) you are crediting:
Use the fields to manually enter prices or quantities.
Use Enter to move across fields quickly.
For drop-downs, use arrow keys and Enter to select.
Once all required information is completed
Click Save
The credit note will now be issued and listed against the invoice record
You can then download or email it to the customer if needed.
⚠️ The credit note will be pre-filled with invoice items by default—helpful when crediting the full amount.
Refund a Credit Note
Commusoft allows you to refund a full or partial amount from a credit note, depending on the situation. This provides flexibility for managing customer credits accurately.
To refund a credit note
To refund a credit note
Use the search bar to locate the customer associated with the credit note.
Open their profile and scroll to the History section.
Find the credit note you want to refund and click View.
In the top right-hand corner, click Quick links.
Select Refund remaining credit from the options.
You will be directed to a page to receive credit.
Fill in the following details
Description: Provide a brief reason for the refund (e.g., "Labour reduction").
Date: Adjust the date of the refund if needed.
Amount: Enter the amount to refund. This can be the full or partial credit value.
Payment method – Choose the refund method (e.g., credit card, direct debit).
Click Receive credit to finalise the refund.
Return to the History section on the customer’s profile.
Locate the refunded credit note:
If the full amount was refunded, the balance will now show £0.00.
If a partial refund was made, the balance will reflect the remaining credit.
This allows you to clearly track the credit status and ensure customers are refunded accurately.
Add Payment to Customer Invoice
Discover how to add a payment against an invoice and allocate payments across multiple invoices for a customer.
To add a payment
To add a payment
Use the search bar to locate the job or invoice number.
Open the job and go to the Invoices tab.
Click View next to the invoice.
Scroll to Payment and allocation history.
Click Add new payment and enter the relevant details.
Commusoft will auto-fill the invoice total—adjust if needed and fill out the remaining fields.
Select a payment method. If Debit card is selected, you’ll need to provide card details.
Set up nominal accounts if required.
Click Add payment to confirm.
To apply one payment across multiple invoices, use a Cash Allocation.
Types of Invoices
Learn how to rename invoice types by customizing the invoice titles. This is useful for matching your company’s branding or workflows.
Add Notes to an Invoice
Invoice notes are ideal for adding internal context that doesn’t belong on the official invoice document. You might use them to track communication about payment terms, highlight exceptions to standard billing processes, record a client’s verbal confirmation, explain why specific charges were added or adjusted, or log decisions made by another team member. These notes help maintain a full audit trail and keep everyone aligned—especially useful for complex or ongoing accounts.
To add a note
To add a note
Go to the Invoice
Click View next to the invoice.
Open the Notes & Communications tab.
In the Notes section (top right), click Add new note.
Write your note and check any relevant boxes.
Click Save.
Your note will now appear in the Communication timeline.
To edit or delete a note, click the relevant option next to the saved entry.
Set Up Automated Invoicing Rules
Automated invoicing allows you to define rules that determine how jobs are invoiced based on their job description. This ensures that jobs of a certain type consistently follow the same invoicing process.
To set up auto-invoicing
To set up auto-invoicing
Go to Settings > Jobs > Job description templates.
Click Configure next to the relevant job description.
Locate Automatically invoice.
Click Add invoice rule.
A side panel will appear, complete the form.
If desired, tick the box to Save invoice as draft.
Click Save to apply the rule.
Once configured, all new jobs created with that description will follow the invoicing setup you've defined automatically.
Cash Allocations
Cash allocations in Commusoft allow you to manage and assign received payments to specific invoices efficiently. This ensures accurate financial records by linking cash entries directly to outstanding invoices. By using this feature, you can track payments, reduce discrepancies, and maintain clear visibility over your customer accounts.
View and Manage Cash Allocations
View and Manage Cash Allocations
Use the global search bar to locate the customer.
Open their profile and navigate to the Dashboard.
Click Quick links > Cash allocations.
On the Cash Allocation page, fill in all required fields (marked with an asterisk *).
To pay multiple invoices at once, select each invoice on a new row of the spreadsheet interface.
If the customer is paying only part of an invoice, enter the amount being paid in the Amount to allocate column.
Note that only one payment method can be used per cash allocation.
Once all invoice rows are complete, click Add cash allocation in the bottom right to save.
This ensures full or partial payments are recorded correctly and helps maintain accurate balance records across all open invoices.
Consolidated Invoicing
Consolidated invoicing allows you to combine multiple job invoices into a single invoice for your customer. This helps streamline billing and reduce invoice clutter while still maintaining clarity in your financial reports. Each job included will be itemised separately in your profit report. Go Paperless/All-in-one plan and above.
How to add a Consolidated Invoice
How to add a Consolidated Invoice
➡️ Navigate to Customer Record > Quick Links > Invoices
Click Add new consolidated invoice.
Enter a description for the invoice.
The invoice number will be automatically generated.
Check or update the Invoice date and Payment due on date.
Add details like Business unit, User group, and Invoice notes if applicable.
Below this section, you'll see a table listing all open jobs available for consolidation:
Use the filters to narrow down the jobs you want to include.
Required fields are marked with an asterisk (*).
If any job has a blank Total price column, you must enter a value.
Ensure each job has the correct Invoice type selected.
A grand total will be calculated at the bottom of the invoice.
Click Save to finalise the invoice.
If you prefer to save it as a draft, open Advanced options and check Save as draft.
To email the invoice to the customer, tick the checkbox.
If you select Final Invoice, a confirmation dialogue will appear. This warns that saving the invoice will cancel any future diary events for the associated jobs. Ensure all jobs are ready to be closed.
To View the Consolidated Invoices
Navigate to Customer Record
Go to History
Locate the invoice
Click View
The invoice will display as a single document with one invoice number. It will be marked to show that it contains multiple jobs, similar to how free-of-charge jobs are indicated.