Invoicing with Xero

How Suiviro fits with Xero

Suiviro turns each completed job into a draft invoice in Xero. Nothing leaves Xero as a draft until you review it and hit send there - Suiviro never emails an invoice to your client directly. This keeps your GST, branding, invoice numbering and payment tracking in the one place your accountant already trusts. You need Xero connected before you can push - see Connecting Xero.

The six-step flow

1. Complete the job. Open the job (Jobs → click the title, or from the customer file) and use Complete job. If the job happened without a booking, use Log job from the customer file instead. This is the trigger that makes the job show up as billable.

2. Add line items on the job. On the job page, the Line items panel is where invoice content lives. For each item, set the description, quantity, unit price and tax rate. Optionally add an item code that maps to a Xero item.

   The wording you type here is copied verbatim to Xero, so write it as your client should read it. Don't paste site notes, admin notes or staff feedback into line items - those fields stay internal.

3. Mark "Ready to invoice". When the line items are right, click Mark ready to invoice. The job now appears in the Ready-to-invoice queue on the Dashboard - your weekly billing worklist.

4. Push a draft to Xero. From the same panel, click Push to Xero. Suiviro creates a draft invoice using the linked Xero contact, every line item on the job, and your default tax and branding from Xero. You get back a Xero invoice number and an "Open in Xero" link. The invoice stays as a draft in Xero.

5. Review and send from Xero. Open the draft, sanity-check totals and tax, then send it, print it or download the PDF from Xero. Xero handles delivery, payment tracking and any overdue reminders.

6. Mark as sent in Suiviro. Back on the job, hit Mark as sent. This removes the job from the Ready-to-invoice queue and stamps the "invoice sent" date on the customer file. Suiviro keeps showing an "Outstanding invoice" card against the customer until Xero reports it paid.

Where each field ends up

Handy mental model of what crosses from Suiviro to a client-visible surface:

• Customer file (name, email, address, ABN) → Xero contact on the invoice.
• Job line items → Xero invoice lines, verbatim, in the same order.
• Job title / job number → invoice reference field.
• Job date → used as a reference on the draft; the invoice date itself follows your Xero defaults.
• Site notes, Admin notes, Staff feedback, photos → never on the invoice. These are internal by design.

The Ready-to-invoice queue

The Dashboard's Ready to invoice panel is the single source of truth for "what still needs billing". A job appears there the moment anyone marks it ready, and disappears once you mark it sent (or push and send in one go). Treat it as a shared worklist - anyone in the business with billing access sees the same queue, so nothing slips through the cracks between the person on site and the person in the office.

Tip: run through the queue on a fixed cadence (e.g. every Friday). Suiviro doesn't auto-push - deliberately, so you can batch, review and send in one Xero sitting.

Troubleshooting

"No Xero contact linked to this customer." Open the customer file and use Sync to Xero, or import the matching contact from Xero via Settings → Xero. Once linked, retry the push.

"Tax rate missing" or "Account code not found". The tax rate or account you picked on a line item doesn't exist in the connected Xero organisation. Change the value on the line item, or add the matching tax rate / account in Xero, then retry.

Push succeeded but I need to change the invoice. Edit it in Xero directly - it's still a draft, so nothing has been sent. Suiviro won't overwrite the Xero draft if you retry; use the Xero link on the job to jump straight to it.

I pushed twice by mistake. Delete the extra draft in Xero. Suiviro tracks the last push per job, so the "Open in Xero" link points at the most recent one.

The customer paid but Suiviro still shows "outstanding". Suiviro reflects Xero's read-only status. Once the invoice is marked paid in Xero (or reconciled), the customer file's "Outstanding invoice" card clears on the next sync.

Still stuck? Email admin@suiviro.com with the job link and we'll look at it.

What Suiviro deliberately doesn't do

• Send invoices to clients. Xero does that, with your GST setup, branding and payment terms.
• Take payment. Handled by Xero and whichever payment processor you've hooked into Xero.
• Expose notes or photos on the invoice. Site notes, admin notes and staff feedback are internal fields and never render on any client-facing surface, including invoice line items.
• Edit or void invoices in Xero. Suiviro creates drafts and reads status - it never modifies an existing Xero invoice.

FAQ

Can I invoice without Xero connected? Not yet. Line items and the Ready-to-invoice queue work without Xero, but pushing a draft needs a connection. Most teams connect Xero on day one.

Can I bundle multiple jobs onto one invoice? Not directly today - each job pushes its own draft. If you need one combined invoice, push the drafts, then merge them in Xero (or delete two and add the lines to the third).

Can I edit line items after pushing? Yes - edit the draft in Xero. Changes made in Suiviro after a push don't sync back to the existing Xero draft.

Where do I see paid invoices? On the customer file, under the customer's summary and Xero tab. The Dashboard queue only shows jobs still awaiting invoicing.

Do quotes work the same way? Suiviro reads quotes from Xero for reference on the customer file, but doesn't push quotes - draft invoices only.

Still stuck? Email admin@suiviro.com - a real person will reply, usually the same day in Australian business hours.