Add items to an Invoice

Learn how to quickly build an invoice using AroFlo Field.

Updated on October 1st, 2024

Review Line Items

From a final or part invoice, review the info in the Line Items and Invoice Totals sections and tap any of these to open the Line Items tab to see your invoiced items.
 

Once items have been added to your invoice, they'll appear in the line items area. Tap the + or - buttons to adjust quantities.

If you want to use tax-inclusive pricing on your invoice, tap Ex. GST at the top of the line items.

 

Swipe actions

Swipe left to duplicate or delete an item.

Show this

 
 
 

More on the Invoice worksheet

 

Invoice Totals

Slide up from the totals at the bottom, or tap anywhere in the Totals area to view your Invoice totals.
 
 
 

Line Item Options

Tap the options button in the Line Items header > Settings to access the Line Item Settings:

Line Items
Tax Inclusive Tick to use tax-inclusive pricing on your invoice.
Quote Settings
Quoted Amount Shows the amount quoted, if a quote was raised for this task. Editing this value works in conjunction with the quote variation line item.
Override Quote

Overrides quote variation line items.

This function is also available when adding quoted items to your invoice. See below.

 

More information

When invoicing under or over the total value of a linked quote, AroFlo will automatically include a Quote Variation line item to adjust the total of the invoice so that it equals the total of the quote.

If you don't want to include this quote variation line item on the invoice, override it by ticking this box and Save.

 
 
 
 
 

 

Add items to an invoice

The easiest way to add items to an invoice is using the (green plus button) > Add Line Items and selecting the option you need.

Option Description
From Quote Only appears if the task you're invoicing came from a quote.
From Task Select items from your task worksheet to add to your invoice.
From Supplier Catalogue Directly access your preferred online Supplier Catalogue.
From Inventory Add items from your inventory to the invoice.
Percentage Line Item Add a calculated line item.
From Task SOR Only appears if the task you're invoicing contains SOR items. Use this to add all SOR items to the invoice.
New Line Item Manually enter the details of an item to add to your invoice.
 

From Quote

If your task was built from a quote, tap From Quote to pick and choose which quoted items to add to your invoice. Simply enter a quantity for each item and Save.

Invoice all

Alternatively, to add all your quoted items, tap the Inv All tickbox and Save.

 

This option will also tell you:

  • if the quoted items have already been added to the task (J/S field)
  • how much of the quote you're invoicing for as a dollar amount.

Override quote value

When invoicing under or over the total value of a linked quote, AroFlo will automatically include a Quote Variation line item to adjust the total of the invoice so that it equals the total of the quote. If you don't want to include this quote variation line item on the invoice, tick Override Quote Value. 

 
 
 
 

From Task

Tap From Task to select items from your task worksheet to add to your invoice.

From here, tap the Add tickbox to select each item you want to add and then Save.

If task items have already been added, you can adjust quantities of items by entering the value in the boxes.

 
 
 
 

From Supplier Catalogue

Tap From Supplier Catalogue to directly access your preferred online Supplier Catalogue.

Using this feature is useful for accurate material costs, as pricing is live from the supplier.

 
 
 

From Inventory

Tap From Inventory to add existing inventory items to your invoice.

Tap the relevant category (and sub-categories, if applicable) to find the relevant items and enter quantities. Tap Save to add items to your invoice.

  • Alternatively, tap Search to easily locate the item you're looking for. You can also use the barcode scanning feature.
  • Tap Inventory Lists to switch to the Inventory Lists view to select inventory items from a Task Specific List, Schedule of Rates List, or Assembly.
 
 
 
 

Percentage Line Item

Tap Percentage Line Item to add a calculated line item.

This is ideal for invoicing a percentage of your quote (such as a deposit) and then invoicing the remaining balance later.

  1. Type or use the - or + buttons to enter a percentage that you want to include as a line item.
  2. Select to either calculate on the total amount remaining on the task, the total amount remaining on the quote, or the overall value of the quote.

    Invoiced to Date

    Slide up from the bottom to see information on how much has been invoiced to date.

     
  3. The item description will default to the percentage of the option you selected. Edit this if necessary using or alternatively, tap to use a description template.
  4. Create Invoice to save.

You can also use the percentage calculator when creating a final invoice.

 
 
 
 

From Task SOR

This option will display if SOR items were booked out on the task.

Use this to quickly add all SOR items to the invoice.

 
 

New Line Item

Tap New Line Item to manually enter the details of an item (ad-hoc item).

Use this for items not in your inventory.

 

This defaults to a Material type line item (e.g. a PVC Pipe), but you can switch to a Labor line item (e.g. ‘Installing Pipe’), a Freight line item (e.g. delivery charges), or an Expense line item (e.g. tip fees).

  1. Fill out the mandatory fields
  2. (optional) Tap Show More to access and/or fill out the optional fields
  3. Tap Add Line Item to record your entry.
Field Description
Description Name of the item.
Quantity Enter the quantity being invoiced/quantity of hours for a labor entry
Sell Ex. Sell price of the item exclusive of tax.

Optional fields

Field Description
Part No. Enter a part number, reference number, or order code.
Cost Ex. Cost of the item exclusive of tax.
Markup If you don't have a default markup for materials set in Site Admin, enter a markup percentage.
Discount

Enter a discount percentage on the item.

This discount is calculated after the markup has been applied.

 
Total Ex. Total cost of the item, after markups and discounts have been applied, exclusive of tax (uneditable).
Account Code Select an account code.

Tax Code

Select a tax code.

Tracking Center

Select a tracking center.
 
 
 
 
 

 

View and Edit Invoice Items

Once items have been added to the invoice, they'll appear in the Invoice Items list and be added to the totals area.

Forgot to add a cost?

Items without a cost are marked in red. See image.

 

Tap an item to view further information, e.g. markup and discount, or make any modifications. You cannot change the type of item (e.g. change a labor item to material), but you can edit other details if necessary. See New Line Item, above for information on the fields.

You can also duplicate or delete an item from here (also available using the swipe actions, above).