Finance - issuing a final invoice and closing a job

Step by step

1. Three-Way Cost Match on All POsPurchase Orders

   Confirm every PO linked to the job has a matching supplier invoice. Any gap means an unrecorded cost. Do not issue the final customer invoice until all costs are confirmed or accrued.

2. Delivery Note ReconciliationDelivery Notes

   Match every delivery note to its PO. Unmatched delivery notes indicate goods received but costs not yet captured against the job.

3. Approved Variation AuditWorks Orders

   List every approved variation and confirm each has a written reference. Chase any outstanding approvals before the invoice is raised.

4. Calculate Final Invoice AmountJobs

   Base contract plus approved variations as named line items, minus deposits collected. If retention applies, separate the main invoice from the retention invoice with an explicit trigger date.

5. Raise Final InvoiceInvoices

   Issue from the job record with each variation as a named separate line item including reference and approval date. Send to the billing contact, not just the project contact.

6. Sync to AccountingXero

   Sync to Xero, QuickBooks, or FreeAgent immediately. An unsynced invoice does not appear in your debtors report or cash flow forecast.

7. Close Job and Log Retention TriggerProject Tracking

   Mark the job as invoiced. If a retention invoice was raised, log the trigger date as a diary reminder so the final retention invoice goes out on the day it becomes due.