Raising an Invoice for Shop Orders

Clients are able to purchase text message bundles, deliver to doorstep credits, and website power-ups from the Loop Shop. Once purchased, you will receive a confirmation of the order from Shopify into Freshdesk, and this is your instruction to raise the invoice to the client in Xero.

The order confirmation will look very much like the below, where the 'Order Summary' will reference what the client has purchased.

To raise the invoice to the client, login into Xero, and go to the Business tab, and then Invoices.

Click 'New Invoice'.

Under the 'To' field, search for the Client. It should be obvious from the order who the client is. If the client doesn't exist in Xero, you can set up a new contact by following these instructions - here.

Under the Description, enter the product that the client has purchased. In the example above, it should read 'Text Message Bundle'.

Under the QTY, enter the amount that the client has purchased. In the example above, it should read '5,000'.

Enter the Price. In the example above, it should read 0.05. This will then automatically calculate the Amount, including VAT. The total on the invoice MUST match the total that the client has paid.

Under the Account, select the appropriate nominal code. In the example above, it should read '240 - Text Messaging'. The Account MUST match the product that the client has purchased.

For the example above, the invoice should look like the below:

Click 'Approve & Email'. Select the appropriate 'Email Template'. In this example, the client has made a card payment for the purchase on Shopify, so use the 'Already Paid' template. Then press 'Send Email'.

Apply any credits that the client has purchased to the appropriate account in X-ray. Use the Invoice Number as the reference.

Take the Invoice Number, and copy this as a note on the Freshdesk ticket. You can close the ticket once all of the above has been done.