If your final invoice is lower than expected, negative, still showing a balance, or showing a negative VAT line, don't worry. It almost always comes down to how the invoice was entered, and it can be put right.
Why this happens
Commusoft treats the final invoice as the full value of the job. When the final invoice is raised, it automatically deducts any Deposit, Interim, Retention, and Grant invoices already raised, so the amount due is whatever is left. Problems usually start in one of these ways:
Only the remaining balance was entered: Commusoft still deducts the earlier invoices, so they're taken off twice and the total comes out too low or negative.
An Additional invoice was used for the balance: Additional invoices aren't deducted from the final invoice, so the customer is charged on top.
Different VAT rates were used: 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, the final invoice shows a VAT adjustment, which can be negative.
The deposit and interim invoices already cover the whole job: a separate final invoice would come to ÂŁ0, so the job can't close correctly.
A discount wasn't applied correctly: if the discount line is missing, or was added without the right VAT rate, the invoice total and the balance due won't match what the customer expects to pay.
How to fix it
Step 1: Check what has already been invoiced
Open the job and go to the Invoices tab. Note the type and value of each invoice, and the VAT rate on each one.
Step 2: Correct the final invoice value
How you correct the final invoice depends on whether it has been sent to the customer.
If the final invoice hasn't been sent yet
Click View next to the final invoice.
Edit the line items so the final invoice shows the full value of the job, not just the remaining balance.
Save the invoice and check that the amount due now matches what the customer still owes.
If the final invoice has already been sent
Don't change an invoice the customer already has. Raise a credit note against it to cancel the incorrect amount, then raise a new final invoice at the full job value. See Raising a credit note.
Important: If the invoice has already synced to your accounting package, check the correction has come through there too.
Step 3: Fix negative VAT
A negative VAT line means the earlier invoices and the final invoice use different VAT rates. Use the same VAT rate across a job's invoices where you can. Avoid changing the VAT rate on a deposit invoice after it has been created, as this is a common cause of negative VAT on the final invoice.
Step 4: If the job only has a deposit and interim invoices
If the deposit and interim invoices already cover the full value of the job, don't raise a separate final invoice. Change the last interim invoice to a final invoice instead, so the job closes correctly.
Open the job and go to the Invoices tab.
Click View next to the last interim invoice and edit it.
In the Invoice type dropdown, change Interim invoice to Final invoice.
Change the line items to the full value of the job, not just the value of that interim.
Save the invoice, then check the amount due matches what the customer still owes.
Important: Once it's a final invoice, Commusoft deducts all the earlier deposit and interim invoices from it. If you leave it at the interim's own value, those invoices are deducted from a smaller amount and the total comes out too low or negative.
Step 5: Check any discount lines
Open the invoice and check the discount line is there and uses the same VAT rate as the items it reduces. If the invoice has already been sent, raise a credit note for the discount rather than editing the invoice. For how to add a discount, see How to create an invoice.
Common questions
Should I use an Additional invoice to bill the rest of a job?
Should I use an Additional invoice to bill the rest of a job?
No, you shouldn't use an Additional invoice to bill the rest of a job. Additional invoices aren't deducted from the final invoice, so the customer is charged on top of it. Enter the full job value on the final invoice instead.
When I change an interim invoice to final, what value should it have?
When I change an interim invoice to final, what value should it have?
When you change an interim invoice to a final invoice, give it the full value of the job. Commusoft deducts the earlier deposit and interim invoices automatically, so the amount due is what's left.
Where do CIS deductions go when a job has a deposit or interim invoices?
Where do CIS deductions go when a job has a deposit or interim invoices?
When a job has a deposit or interim invoices, CIS deductions go on the final invoice only. See CIS percentage to check your CIS setting.
If the issue persists
If the total still looks wrong after these checks, contact our support team with the job number and the invoice numbers involved. For how invoice types work together, see Understanding invoicing.