Scheduled Invoices
Invoices > Scheduled Invoices shows every invoice that has a future (or past) Invoice At date and has not yet been sent. Most rows are repayment plan or maintenance plan instalments; the rest are invoices a staff member scheduled from the Suggested Invoices page. Accounts use it to audit what will be billed and when.
What you see
Section titled “What you see”The page uses the same layout as Suggested Invoices, titled Scheduled Invoices. It lists invoices that:
- have an Invoice At date,
- are in status Suggested or Hidden, and
- belong to a job that is not cancelled.
| Column | Meaning |
|---|---|
| Select and Approve | Work exactly as on Suggested Invoices, letting you send an instalment early. Disabled if you are not authenticated with MYOB or the job has no MYOB customer. |
| Job, Customer, Parent | The job and who is billed. |
| Total (incl GST) | The instalment amount. |
| PO Number | For repayment plans this is the instalment name (“Deposit”, “Year 1”, “Year 2”). |
| Suggested At | Blank for Hidden instalments that have not been released yet. |
| Schedule Approval | The date the invoice will be sent. Change the date and click the tick to move it. |
The footer totals show how much is scheduled overall.
What you can do
Section titled “What you can do”Move a scheduled date
Section titled “Move a scheduled date”- Pick a new date in Schedule Approval and click the tick.
- The confirmation reads “The invoice will automatically send at (date)”.
Send an instalment now
Section titled “Send an instalment now”Tick the row (or click Approve in the Actions column) and confirm. The invoice is approved and sent to MYOB immediately, exactly as on Suggested Invoices.
Remove a scheduled invoice
Section titled “Remove a scheduled invoice”There is no delete button here. Open the job (click the reference), go to the Invoices tab and change the status or delete the invoice. This is the usual request when a repayment plan job is cancelled (ROCH-728, ROCH-1573). Note that invoices on cancelled jobs disappear from this page automatically and are skipped by the scheduler, so cancelling the job is often enough.
How it works behind the scenes
Section titled “How it works behind the scenes”Scheduled sending
Section titled “Scheduled sending”Every day at 7:00 am the Approve scheduled invoices task finds every invoice whose Invoice At date is today, on a job that is not cancelled, with no MYOB ID and not flagged as excluded from MYOB. Each one is created in MYOB using the primary administrator’s MYOB connection and becomes Sent. There is no Suggested step and no email to staff; the customer simply receives the MYOB invoice. If the send fails the invoice keeps its date and status, so it will show a past date here; approve it manually or check Pending Invoices.
An invoice with a scheduled date is never auto sent early, even when the “auto send suggested invoices” setting is on.
Repayment and maintenance plan instalments
Section titled “Repayment and maintenance plan instalments”When a customer accepts a repayment plan or maintenance plan on the proposal, the proposal’s schedule (deposit, then one instalment per year, with any maintenance amount spread across the maintenance years) is saved. When the job is created each line becomes an invoice: the first is Suggested immediately and every later one is Hidden with an Invoice At date of the acceptance date plus one year, two years and so on. Those Hidden dated invoices are what you see here. Repayment plan jobs are excluded from the normal progress based release, so instalments only ever go out on their dates (ROCH-1507 covers the audit of this behaviour).
Business rules for the plans themselves are set in the proposal: repayment plans moved from a 30% to a 50% deposit in January 2025 (ROCH-1462), plans are offered to body corporate and school customers rather than commercial ones (ROCH-1324, ROCH-1463), and the QBCC amount is added on top of the plan total (ROCH-1841). Deposit caps required by QBCC on very large plans have been handled as one off manual adjustments (ROCH-2087, a $100,000 deposit with the balance over seven years). See QBCC Payments and the monthly repayment plan report described on Invoices.
Auto complete and invoice small jobs
Section titled “Auto complete and invoice small jobs”Jobs priced at $3,000 or less are handled without waiting for a project manager’s report (ROCH-1826, ROCH-1832). Every day at 7:30 am the Auto-complete small jobs task:
- One week after the start date: emails the tradesperson on each in progress sub job “Job #(ref) - Submit Progress Photos Before Auto-Invoicing”, telling them the job will be invoiced automatically next week and to submit a progress photos report from the trades app if it is already finished.
- Two weeks after the start date: if the sub job is still in progress, the system creates a report at 100% noted “Auto-completed by system”, marks the sub job and job complete, queues the customer feedback request, and emails the tradesperson that the job was auto completed.
Completing the job at 100% releases its remaining Hidden invoices to Suggested (or straight to MYOB if auto send is on) and raises the tradesperson’s final advance in the normal way. Uploading progress photos on a sub job under $3,000 from the trades app also completes it immediately.
Scheduled and cancelled emails
Section titled “Scheduled and cancelled emails”Two automatic customer emails are tied to invoice state and are worth knowing when reading this page:
- Customers of jobs still in Pending Deposit receive deposit reminder emails. Marking the deposit paid (automatically from MYOB or manually) stops them; if a customer is chased after paying, check the deposit is actually marked Paid on the job (ROCH-1571, ROCH-1797).
- Invoices whose job is Cancelled are excluded from this page, from the daily send and from the MYOB paid check, so cancelling a job effectively cancels its future instalments without deleting them.
Tips and gotchas
Section titled “Tips and gotchas”- A row whose Schedule Approval date is in the past means the automatic send did not succeed on that day. Approve it manually after checking MYOB authentication and the customer link.
- Changing a repayment instalment amount must be done on the job’s Invoices tab before its date arrives. Once it has been sent to MYOB the price is locked.
- Custom schedules (for example a one year plan split like a normal job followed by four years of maintenance) have been set up by Sprint Digital directly in the database on request (ROCH-1716). Provide the full instalment table when asking.