Invoice lines are what actually gets invoiced. In many cases they match the quote lines, but there are important differences, especially for commercial customers.
Difference between quote lines and invoice lines
Quote lines | Invoice lines | |
What is it? | What you promise the customer | What you actually charge |
When? | Before the job | After the job |
Residential | Often the same as the invoice lines | Often the same as the quote lines |
Commercial | Estimate or framework rate | Actual hours and costs (post-calculation) |
Adding invoice lines
For residential customers, the invoice lines are often identical to the quote lines. For commercial customers on an hourly basis, you don't invoice what's on the quote, but what was actually worked.
For each invoice line, you fill in: - Name (e.g. "Labour hours") - Revenue group (where the revenue ends up) - VAT (usually 21% or reverse-charged for commercial) - Repeating line (the blue tick, see below)
"Job" vs. "Without job"
When creating invoice lines, you choose whether the line is linked to a job or works without a job.
Type | When do you use this | Examples |
Job | Anything with a removal case file | Removal costs, labour hours, packing service |
Without job | Invoicing without a removal case file | Box hire, vehicle hire, internal invoices |
You use "Without job" for standalone invoicing that isn't linked to a removal. Think of a customer who only hires boxes, or a vehicle you hire out to a fellow removal company. Internal invoices (e.g. for interim settlement) also fall under this.
Post-calculation for commercial customers
For commercial customers on an hourly basis, you invoice based on the hours actually worked. The employee app logs the hours, and those hours form the basis for the invoice.
Example: - The quote is an estimate: 8 hours x EUR 45.00 = EUR 360.00 - The reality: 7 hours and 30 minutes x EUR 45.00 = EUR 337.50 - The invoice is drawn up based on the actual hours
The blue tick: repeating lines
If you turn on the blue tick for an invoice line, that line repeats per day worked. This is crucial for commercial customers on an hourly basis.
Without a repeating line:
Labour hours 15 x EUR 45.00 = EUR 675.00With a repeating line:
Labour hour 14-01-2026 3 x EUR 45.00 = EUR 135.00Labour hour 15-01-2026 4 x EUR 45.00 = EUR 180.00Labour hour 16-01-2026 4 x EUR 45.00 = EUR 180.00Labour hour 17-01-2026 4 x EUR 45.00 = EUR 180.00The customer sees exactly how many hours were worked per day. That's transparent and prevents discussions.
Invoicing per event
For multi-day projects, the system automatically generates an invoice line per working day, with the date included. You don't have to do this manually. As soon as employees log their hours in the app, the invoice lines are created per day.
Note: Don't forget to turn on the blue tick for commercial hourly-basis packages. Without this tick, you'll get an invoice with a total instead of a breakdown per day.
Linking a revenue group
Every invoice line must be linked to a revenue group. Select the right revenue group from the dropdown for each line.
If you haven't created any revenue groups yet, do that first.
Example linking for a residential package:
Invoice line | Revenue group |
Removal costs | Residential removal |
Administration costs | Administration costs |
Box service | Box service |
Warranty certificate | Warranty certificate |
Packing service | Packing service |
Storage costs | Storage |
Tip: If an invoice line has no revenue group, the revenue goes to the default ledger account you've set up in the accounting link. It's advisable to give every line a revenue group, so your revenue is neatly broken down by category.
Setting disassembly and reassembly to "inclusive"
For residential customers, you can set disassembly and reassembly as inclusive on the invoice line. The costs are then processed into the total price and don't appear as a separate amount on the invoice.
Tip: Customers are often startled when they see a separate amount for disassembly and reassembly. By setting this to inclusive, you avoid questions and discussions. The costs are simply part of the removal price.
Tips
Turn on the blue tick for commercial packages. Repeating lines provide transparency per day.
Test with a real scenario. Create a test invoice based on a completed job. Are the amounts correct? Is the VAT correct?
Give every invoice line a revenue group. Without a revenue group, the revenue goes to the default ledger account. With revenue groups, you get insight per category.
Use "Without job" for standalone invoicing. Box hire, vehicle hire and internal invoices don't need to be linked to a case file.
Please note
Forgetting to turn on repeating lines for commercial packages results in unclear invoices. You'll then get a total instead of a breakdown per day. Always turn on the blue tick for commercial hourly-basis packages.
Next step: Setting up the quote template