Create an Invoice
Invoicing a Job
Once your job is complete, make sure it’s been marked as Ready to Invoice (see our Back Costing article for details).
You’ll then find the job in the Invoicing column on the status board.
Getting Started
Open the Job Card.
Click Invoicing under the Tools section on the left-hand side.
Creating an Invoice from a Quote or Estimate
Click Create Invoice from Quote or Estimate. You’ll see three options:
Percentage of Quote: Use for deposits or progress payments.
Remainder of Quote: Use for the final invoice after progress payments.
Quote Sections: Select specific sections from the original quote to invoice in stages.
Tick Select All to include everything, or choose individual sections.
Once you’ve made your selection, click Add to Invoice (bottom right) to open your draft.
Invoicing a Charge Up Job
For Charge Up jobs, click Quick Invoice instead.
This automatically creates a draft invoice with all costs added so far, since there’s no quote or estimate to pull from.
Editing and Customising Your Invoice
The editing process is the same for all job types. You can:
Adjust or add line items
Edit cost, sell price, and quantity
Search your Price Book to auto-fill pricing
To add a new line item:
Type the item in the Add a Line Item field.
Press Enter, then fill in details as needed.
If you’ve used quoting in Fergus, the invoicing layout will look familiar.
Combining Line Items
To combine multiple line items into a single line:
Tick the items you want to group.
Go to Bulk Actions → Combine to One Line.
Give the new combined line a name.
Your customer will only see the combined line, while you’ll still see the full breakdown in the black box.
Previewing and Approving
Click Preview Mode to see what your customer will receive.
Use the pencil icon to show or hide details (e.g. hide unit prices and show only totals).
When everything looks right, click Approve. Once approved, invoices can’t be edited, so double-check before confirming.
Sending and Syncing
Click Approve and Email to send the invoice to your customer.
If your accounting software is connected, Fergus will sync the invoice automatically.
Payments can be reconciled in your accounting software, and Fergus will update the invoice status once marked as paid.
After sending, you’ll find the invoice in the Payments column:
🟩 Green: Within payment terms
🟥 Red: Overdue
Managing Payments
Once you’ve sent your invoice, it’s time to manage payments. Fergus makes this easy, whether you’re using an accounting integration or handling payments directly in Fergus.
Fergus Pay
If you have Fergus Pay set up, your customers can pay by credit card straight from their invoice. If Fergus Pay isn’t enabled, this option won’t appear.
💡 For setup and details, see our Fergus Pay guide.
With an Accounting Integration
If you’ve connected an accounting package (such as Xero, MYOB, or QuickBooks), you don’t need to manually record payments in Fergus.
Here’s how it works:
When you send an invoice, it automatically syncs with your accounting software.
To confirm the sync, open the Invoices tab within the job and look for your accounting software’s icon. For example, the ∞ (infinity) symbol indicates that the invoice is synced with Xero.
Click the icon to open the invoice directly in your accounting system.
Reconcile the payment as usual in your accounting package.
Once the invoice is marked as paid in your accounting software:
The payment automatically syncs back to Fergus.
The job will be removed from your status board once it’s paid in full.
Without an Accounting Integration
If you’re not using an accounting package, you can record payments manually in Fergus.
Open the Invoice.
Click the three dots (⋯) in the top-right corner.
Select Add Payment.
Enter the payment amount and payment type (e.g., cash, EFT, cheque).
Save your changes.
Once the invoice is fully paid, the job will automatically drop off your status board.
Conclusion
Fergus keeps your payments simple and transparent.
With an integration, invoices and payments sync automatically.
Without one, you can easily record payments manually.
Either way, Fergus ensures your invoices are reconciled and your job status stays up to date so you always know where things stand.
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