How to Use Invoicing in OpsCel
Complete guide to creating, managing, and sending invoices in OpsCel
Creating an Invoice from a Job
The easiest way to create an invoice is directly from a completed job. OpsCel pre-fills all the details for you.
Steps
- Go to Jobs in the main menu
- Find the completed job you want to invoice
- Click on the job to open it
- Scroll to the Invoices section
- Click Create Invoice
What Gets Pre-Filled
| Item | Source |
|---|---|
| Customer details | From the job |
| Service address | From the job |
| Parts used | Logged by engineer in field app |
| Labour | Calculated from actual duration × your labour rate |
| Callout fee | If configured in your settings |
| Tax rates | From product/category settings |
Review Before Saving
The invoice opens in draft mode. Review the line items:
- Parts: Check quantities and prices match what was used
- Labour: Verify hours are correct
- Callout fee: Remove if not applicable for this job
- Notes: Add any payment instructions or job references
Click Save as Draft when ready.
Understanding Invoice Types
OpsCel uses three invoice types to handle different scenarios:
Full Invoice
A regular invoice for work completed. No deposit involved.
Deposit Invoice
Created automatically when a customer accepts a quote that requires a deposit. This is a partial payment before work begins.
Final Invoice
The closing invoice for a job that had a deposit. Shows the full amount with the deposit deducted.
Example:
- Quote total: £1,000
- Deposit (20%): £200 → Deposit Invoice
- Remaining: £800 → Final Invoice
Editing an Invoice
You can edit invoices while they're in Draft status.
✓ What You Can Edit
- Line items (add, remove, change)
- Quantities and prices
- Tax rates per line item
- Invoice notes
- Due date
✗ What You Cannot Edit
- Customer (create a new invoice instead)
- Invoice number (assigned automatically)
Steps
- Go to the invoice detail page
- Click Edit
- Make your changes
- Click Save
After Sending
Once an invoice is sent, you cannot edit it. If you need to make changes:
- Void the sent invoice
- Create a new invoice with the correct details
Sending an Invoice
When your invoice is ready, send it to your customer.
Steps
- Open the invoice
- Review all details are correct
- Click Send Invoice
- Confirm the customer email address
- Click Send
What the Customer Receives
- Professional PDF invoice attached
- Your company branding and details
- Payment instructions
- Due date clearly shown
Invoice Status Changes
After sending:
- Status changes from Draft to Posted
- Posted date is recorded
- Invoice can no longer be edited
Tracking Payment Status
Keep track of what's been paid and what's outstanding.
Invoice Statuses
| Status | Meaning |
|---|---|
| Draft | Not yet posted, can still be edited |
| Posted | Sent to customer, awaiting payment |
| Partial | Partially paid, balance remaining |
| Paid | Payment received in full |
| Voided | Cancelled, no longer valid |
Viewing Outstanding Invoices
- Go to Invoices in the main menu
- Use the status filter to show Posted or Partial
- Sort by due date to prioritise follow-ups
Marking as Paid
If you receive payment outside of your accounting software:
- Open the invoice
- Click Mark as Paid
- Enter payment date
- Click Confirm
Note: If you use Xero or QuickBooks integration, payments sync automatically. No need to mark manually.
Working with Deposits
Deposits help secure bookings and improve cash flow.
How Deposits Work
- Quote stage: Set deposit required (fixed amount or percentage)
- Quote accepted: Deposit invoice created automatically
- Customer pays: Deposit marked as paid
- Job completed: Final invoice created with deposit deducted
Viewing Deposit Status
On any job that came from a quote with a deposit:
- The job detail page shows deposit status
- Link to the deposit invoice
- Whether it's been paid
Final Invoice with Deposit
When creating an invoice for a job with a paid deposit:
- OpsCel shows the full job value
- Adds a negative line item for the deposit paid
- Invoice total shows remaining balance
Labour (8 hours @ £45) £360.00
Parts £150.00
Callout fee £50.00
──────────────
Subtotal £560.00
VAT (20%) £112.00
──────────────
Total £672.00
Less deposit paid -£134.40
══════════════
Amount Due £537.60
Configuring Invoice Settings
Set up your defaults in Settings to save time on every invoice.
Invoice Numbering
Go to Settings → Document Numbering
- Prefix: Default is "INV" (e.g., INV-000001)
- Starting number: Set where the sequence begins
- Format: Sequential or customer-based
Default Rates
Go to Settings → Invoice Configuration
| Setting | Description |
|---|---|
| Default labour rate | £/hour for labour line items |
| Default callout fee | Fixed fee added to invoices |
| Default tax rate | UK VAT rate (usually 20%) |
| Payment terms | Days until due (e.g., 30 days) |
Tax Rates by Category
Go to Settings → Product Options
Set different tax rates for different product categories:
- Labour: 20% (standard rate)
- Materials: 20% (standard rate)
- Equipment: 20% (standard rate)
- Other: Configure as needed
Your Company Details
Go to Settings → Branding
These appear on your invoices:
- Company name and logo
- Address and contact details
- VAT registration number
- Bank details for payment
Posting to Accounting Software
If you've connected Xero or QuickBooks, post invoices directly.
Steps
- Open the invoice (must be Posted status)
- Click Post to Xero or Post to QuickBooks
- Confirm the action
- Invoice appears in your accounting software
What Gets Synced
- Invoice number and date
- Customer (created if new)
- All line items with correct accounts
- Tax amounts
- Due date
Viewing Sync Status
Each invoice shows:
- Whether it's been posted
- Link to view in accounting software
- Any sync errors
Troubleshooting
"Customer not found"
The customer will be created automatically. If it fails, check the customer has a valid email address.
"Account mapping missing"
Go to Settings → Accounting Mappings and map your product categories to revenue accounts.
"Connection expired"
Re-authorise the connection in Settings → Accounting Integration.
Tips for Faster Invoicing
1. Configure defaults once
Set your labour rate, callout fee, and tax rates in Settings. Every invoice will use these automatically.
2. Use the product catalogue
Add your common parts to Products. When engineers select them in the field app, prices and tax rates come through correctly.
3. Invoice daily, not weekly
Create invoices as soon as jobs are complete. Details are fresh, nothing gets missed.
4. Use the job-to-invoice flow
Always create from the job when possible. Manual invoices mean manual data entry.
5. Connect your accounting software
Post invoices in one click instead of re-entering everything.
Need Help?
Our support team can help with setting up invoice templates, configuring accounting integration, and training your team.