You can add invoices to a listing in Rex for things like franchise fees, admin fees, marketing recoveries or VPA. Each invoice can be split across several lines, each on its own account, so your income is coded correctly in Rex and in Xero.
This article covers how to add a custom or VPA invoice, how to split an invoice across accounts, and how it syncs to Xero. For commission, see - Creating Commission Invoices.
How Do I Add an Invoice to a Listing?
- Open the listing and switch to Finance mode using the $ button. For more on this, see - Switch to Finance Mode.
- Go to the Invoices & Payments tab
- Click Add New Invoice, then choose either:
- Custom Invoice for fees, recoveries and anything else you want to invoice, or
- VPA Invoice to invoice items from the listing's VPA budget
- If you're creating a VPA invoice, select the VPA items you want to add and click Add to Invoice
- Enter a name in the Invoice To field. If the contact has an address in Rex, the address will fill in automatically.
- Enter the Invoice Date, Due Date and Reference
- For each line, enter a description, the price (inc GST) and the account it belongs to
- To add another line, click Add an item
- To remove a line, click the X beside it
- Click Save Invoice
Please Note: VPA invoice line prices come from the VPA budget and can't be changed on the invoice. For more on VPA, see - Setting a Budget for VPA and Adding Advertising & Packs.
How Do I Split an Invoice Across Several Accounts?
Each line on the invoice can have its own account. For example, a franchise invoice could have one line for the franchise fee, one for an admin fee and one for a marketing recovery, each on a different account.
- In the Create Invoice window, click Add an item for each line you need
- For each line, enter the description, the price (inc GST) and the account. Start typing in the account field to search your chart of accounts.
- Click Save Invoice
Please Note: The GST free tick box can't be changed once an account is selected on a line. This is expected. The GST is worked out from the account instead.
How Does the Invoice Sync to Xero?
If you use the Xero integration, custom and VPA invoices sync to Xero exactly as you split them. Each line lands on the Xero account its Rex account is linked to, with the GST worked out from that account.
For this to work, every account you use on the invoice must be linked to its own Xero account. For more on this, see - Xero Invoicing: Invoice Settings.
To sync the invoice, see - Xero Invoicing: Two-Way Invoice Sync.
Should I Use a Custom Invoice for Commission?
No. Create commission from the Commissions tab using issue invoice. A custom invoice syncs to Xero the same way, but it isn't linked to the commission worksheet, so the worksheet will still show the commission as not invoiced. For more on this, see - Creating Commission Invoices.
❓ FAQs
What's the difference between a Custom Invoice and a VPA Invoice?
A VPA invoice pulls its lines and prices from the listing's VPA budget. A custom invoice starts blank, so you can add any lines and amounts you need.
Can I split a custom invoice across several accounts?
Yes. Click Add an item for each line and choose a different account on each one.
Why can't I tick GST free on a line?
The GST free tick box is locked once an account is selected on the line. The GST comes from the account instead.
My invoice won't sync to Xero. What should I check?
Check that every account on the invoice is linked to its own Xero account. See - Xero Invoicing: Invoice Settings.