Commusoft's invoicing features let you create, manage, and send invoices directly from a job. Invoices are linked to the job record, so everything from deposits and interim charges through to the final bill is tracked in one place. You can take payments, raise credit notes, send customer statements, and sync invoices to your accounting package, all from within Commusoft.

The invoicing lifecycle

Invoicing in Commusoft is tied to the job record. When a proposal is accepted and converted into a job, the invoicing process begins. From there, you can raise invoices at any stage: before work starts, during the job, or once it is complete.

Different invoice types serve different purposes throughout the lifecycle. Deposit, Interim, Retention, and Grant invoices are all linked to the final invoice. Commusoft deducts their values automatically, so customers are never charged twice. Additional invoices sit outside this flow and are charged on top of the final total.

When the final invoice is raised, it closes the invoicing cycle for the job. If you have an accounting integration set up, invoices can be synced to your package directly from Commusoft.

Invoice types

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. The customised name will appear on the PDF for the customer, but the internal system name will remain unchanged.

Invoice type	Description
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. Web only.
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. Web only.
Additional	Can be raised during a job but is not deducted from the final invoice. Use this for ad hoc charges, not for billing the remaining balance of a job.
Retention	Linked to Estimates only. Created when the estimate is accepted and turned into a job. Includes a payment delay based on the invoice schedule set in the estimate. Value is deducted from the final invoice.
Pre-final	A version of the Final Invoice created at the beginning of a job. It reflects expected costs and is automatically converted into a Final Invoice when the job is completed. Payment can be taken prior to the works being carried out.
Draft	A preliminary version of the invoice for internal use and review. Not visible to the customer until finalised. Draft invoices do not send to your accounting package.
Contract	Used when invoicing according to a service contract. 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. Closes the job and pulls pricing from the estimate if applicable. Enter it at the full value of the job. Any Deposit, Interim, Retention, or Grant invoices are then deducted from the total. CIS deductions only need to be applied to Final Invoices when using Interim or Deposit invoices.
Consolidated	Combines multiple job invoices into a single invoice for the customer. Each job is itemised separately in your profit report. Not available for jobs created from an estimate or an opportunity. Web only.

How the final invoice total is worked out

The final invoice is always entered at the full value of the job. Commusoft then deducts any Deposit, Interim, Retention, and Grant invoices already raised, so the amount due is whatever is left.

Full job value: enter everything on the final invoice, not just the remaining balance. If only the remainder is entered, Commusoft still deducts the earlier invoices, so the final invoice comes out too low or negative.
Additional invoices: these are not deducted, so don't use one to bill the remaining balance. The customer would be charged on top of the final invoice.
VAT: Commusoft deducts the net value of earlier invoices and recalculates VAT on the final invoice. If a deposit or interim invoice used a different VAT rate from the final invoice, the VAT line can show a negative adjustment. Use the same VAT rate across a job's invoices where you can.
CIS: when a job has Deposit or Interim invoices, apply CIS deductions on the final invoice only.

For example, if a job total is £5,000 and a £2,500 deposit has been issued, enter £5,000 on the final invoice. Commusoft deducts the deposit and shows the remaining £2,500 as due.

Where to go next

We have broken down the invoicing articles by topic.

Invoice actions

Credits and statements

Settings

Learn step by step

Getting paid walkthrough series: take a job from finished to paid, covering invoices, payments, credit notes, and statements.

Common questions

Should I enter the full job value or just the remaining balance on the final invoice?

Enter the full job value on the final invoice. Commusoft deducts any Deposit, Interim, Retention, and Grant invoices automatically, so the amount due shows the remaining balance. If you enter only the remaining balance, the earlier invoices are deducted a second time.

Why is my final invoice negative or lower than expected?

A final invoice is usually negative or too low because it was entered with only the remaining balance. Commusoft deducts the earlier invoices from whatever is on the final invoice, so enter the full job value instead.

Why does my final invoice show negative VAT?

Negative VAT on a final invoice usually means a deposit or interim invoice used a different VAT rate. Commusoft deducts the net value of earlier invoices and recalculates VAT on the final invoice, so mixed rates show as a VAT adjustment. Keep the same VAT rate across a job's invoices where you can.

Can I raise more than one interim invoice?

Yes. Multiple interim invoices can be raised throughout the job. Commusoft deducts their combined value from the final invoice automatically.

What is the difference between an Additional invoice and an Interim invoice?

The key difference is whether the value feeds into the final invoice. Interim invoices are deducted from the final invoice total automatically. Additional invoices are not. They are charged on top of the final invoice and are used for ad hoc charges during a job.

Can I customise the name of my invoice types?

Yes. Some invoice types can be renamed in your system settings. The customised name appears on the customer-facing PDF, while the internal system name remains unchanged. See Customise invoice types for more.

Understanding invoicing