Suggested Invoices

Invoices > Suggested Invoices is the accounts team’s daily work queue. Every invoice here has been released by the system (a deposit on a newly accepted job, a progress payment the job has reached, a variation whose work is done) or created by a staff member, and is waiting for a person to approve it into MYOB.

What you see

Only invoices with status Suggested that belong to a job and have not yet been sent to MYOB are listed.

Column	Meaning
Select	Tick box for bulk approval. It is disabled (with a hover explanation) if you are not authenticated with MYOB or the job is not linked to a MYOB customer.
Job	Job reference (linked to the job) followed by the internal invoice ID.
Customer	The customer being billed, linked to their record.
Parent	The parent customer (for example a body corporate manager or head tradesperson) if the customer has one. Invoices for child customers are usually raised against the parent’s MYOB card.
Total (incl GST)	Invoice amount. Progress payments also show the job percentage they represent, for example “(45%)”.
PO Number	The invoice number that will go to MYOB. If empty, the system shows the number it will assign (job reference plus sequence).
Suggested At	When the system released the invoice. Useful for spotting invoices that have been waiting too long.
Actions	Approve link, or a message telling you what is missing: “Please authenticate with Myob first” or “Please link job to MYOB ID”. An information icon shows any note attached to the invoice.
Schedule Approval	A date field and tick. Set a date here to have the invoice sent automatically on that day instead of approving it now.

The footer shows the Number of invoices and their Total.

Header buttons: Create new (manual invoice), Select all (toggles every enabled tick box) and Approve (bulk approve the ticked invoices).

What you can do

Approve a single invoice

1. Check the amount and PO number. If the job is not linked to MYOB, click Please link job to MYOB ID to open the job and fix it first.
2. Click Approve.
3. Confirm the dialog, which repeats the PO number and amount.

The invoice moves to Pending, is queued to MYOB and normally becomes Sent within seconds. The page reloads.

Approve many invoices at once

1. Tick the invoices you want, or click Select all.
2. Click Approve in the header and confirm “You’re about to authorise and create N invoices”.

Each ticked invoice is set to Pending and sent to MYOB as its own invoice. A red error appears if any invoice could not be updated.

Schedule an invoice for a later date

1. In Schedule Approval, pick a date and click the tick.
2. A confirmation reads “The invoice will automatically send at (date)”.

The invoice now also appears on Scheduled Invoices and will be approved and sent to MYOB by the 7:00 am Approve scheduled invoices task on that date. It stays on this page as Suggested until then.

Edit the amount or PO number before approving

Amounts and PO numbers are edited on the job’s Invoices tab (click the job reference). Progress payment amounts can be changed while unapproved; the difference is automatically moved onto the final practical completion invoice so the job total does not change.

How the system suggests an invoice

Invoices are never invented at suggestion time. They are all created earlier and simply change status to Suggested when a trigger is met:

Invoice	Created	Suggested when
Deposit	At job creation (quote accepted)	Immediately. Deposits arrive here as soon as the job exists.
Progress payment	At job creation, as Hidden, each carrying a target percentage	The job’s percentage complete (from a project manager’s report or a manual job update) reaches or passes that percentage. Progress invoices are only released this way on standard jobs, never on repayment plan jobs.
Practical completion	At job creation, as Hidden at 100%	The job reaches 100%.
Variation	When the customer accepts the variation, as Hidden	Only through the variation’s own sub job sliders (ROCH-2071). When every sub job on the variation is 100% the whole variation invoice is suggested. Variations over $10,000 are billed in two halves: when the weighted sub job progress reaches 50%, a “Progress Payment for Variation” child invoice for half the amount is suggested and the hidden parent is reduced to the remainder. Variations netted against a maintenance plan and internal variations are not billed.
Repayment plan instalment	At job creation	The first instalment (usually the deposit) is Suggested straight away. Later instalments are Hidden with a scheduled date and go out automatically without visiting this page. See Scheduled Invoices.
Manual invoice	By a staff member using Create new here or Add Invoice on a job (without Send to Myob)	Immediately.
Automatic completion of small jobs	Existing Hidden invoices	Jobs of $3,000 or less are auto completed two weeks after they start, which releases their remaining invoices. See Scheduled Invoices.

Auto send

Since June 2026 the business direction is that invoices released by a project manager’s report should be raised and sent immediately (ROCH-2009). When the “auto send suggested invoices” setting is on, such invoices are approved and sent to MYOB automatically the moment they are suggested, so they skip this page and appear as Sent on the job. Invoices with a scheduled date, invoices excluded from MYOB and invoices on cancelled jobs are never auto sent. If you stop seeing progress payments here after reports, that is why.

How it works behind the scenes

Approve sets the invoice to Pending, records the approval time and queues the MYOB request under your MYOB login. On success the invoice becomes Sent with a 22- MYOB number and MYOB emails it to the customer. If it does not arrive in MYOB it stays Pending and the nightly resend retries it; see Pending Invoices.

The PO number is written to MYOB as the customer purchase order number and the job reference is written to the MYOB comment field so MYOB statements can be matched back to jobs (ROCH-1572).

The customer card chosen in MYOB follows the billing account and parent rules described on the Invoices page. If your Approve link is replaced by “Please link job to MYOB ID”, open the job and use the MYOB link tool on the customer to create or link the card, then return.

Tips and gotchas

• The Approve controls depend on your MYOB authentication, not the company’s. If everything says “Please authenticate with Myob first”, go to Settings > MYOB Settings and connect.
• “Forgotten” invoices: if an in progress job with Hidden invoices has not had an invoice suggested for two weeks, management receives a “Progress Follow Up Required” email (ROCH-912). Check the job’s progress reports.
• Repayment plan invoices should not appear here in bulk. If they do, something has changed their status (ROCH-62). Check the Scheduled Invoices page and the job before approving.
• Invoices on cancelled jobs are hidden from this page. Delete them from the job if they must never be sent.