Create an Invoice

Learn how to create invoices on the go in a few simple steps using AroFlo Field

Updated on November 28th, 2023

AroFlo Field allows you to create and send invoices for jobs directly from your mobile phone or tablet:

  • Final Invoices - Final Invoices can only be raised on completed tasks
  • Part Invoices - Part Invoices can only be raised on tasks that are still in progress.

Enable Field Invoicing

Only users in the Management permission group can invoice in AroFlo Field. To enable invoicing for other permission groups, please see Invoice Settings.



Create a Final Invoice

  1. Tap Menu (top left corner) and select Tasks.
  2. Tap the (Filter By) button and select Closed.   


    You can also use the (Search) in conjunction with the filter.


    Filter By versus Search

  3. Select a Completed task from the list.

    Completed versus Invoiced

    Tasks that have already been invoiced will display Invoiced within a label.

    Opening an Invoiced task will automatically bring up the task invoice.

  4. Confirm all costs have been recorded on the job.  

    Add job costs

    To add or edit labour, materials or expenses, tap Re-activate.

  5. Scroll down and tap Create Invoice
    1. alternatively, use the task shortcuts button > Create Final Invoice.
  6. The Description is pre-filled with the task name and task description. Edit as required, or tap Description to use a description template.

    Description Templates

    Description templates can be set up by a Site Administrator, or created on the fly by Admin users in AroFlo Office. Instead of manually entering information on a small device, Field users can select a number of descriptions (one at a time) to build up a detailed description. For more information, see Description Templates.

  7. Tap the Notes tab to add any notes relating to this invoice for future reference (optional).
  8. Tap the Items Total tab > View / Edit Invoice Items.

    Adding items

    For a final invoice, the items from the Task Worksheet will automatically be added to the Invoice Worksheet, provided the task:

    - Does not have any SOR items recorded on it

    - is not linked to a quote

    - doesn't already have a part invoice raised against it.

    If any of these points apply to your task, you will have a $0 total and you will need to add items to your invoice. See the below information.


    Items, Quoted Items and Tax

    Schedule of Rates (SOR) materials are used in flat-rate or price-book pricing situations. Often the sell price of the SOR item includes all labour and materials used for the entire job.


    If SOR items have been booked on the job, you will be given the option to either 'Add SOR items from Jobsheet' or 'Add items from Jobsheet'


    If the job was quoted in AroFlo, you can choose to 'Add items from Quote' or 'Add items from Jobsheet'.


    To include tax in your pricing, check the Tax Inc. checkbox.

  9. Confirm invoice items are correct. Tap an item to view or edit details.   

    Any changes made to invoice items will not affect the actual costs booked on the job. See Add items to an Invoice for more information on adding items.

  10. Save any changes.
  11. Tap < Invoice (top left corner) to return to the Invoice Worksheet. 
  12. Capture a signature if required (optional).
  13. Email the invoice to the customer (More tab > Email).
  14. Record any payments received (Payments tab).

Invoice status

Once you've sent the invoice to your customer, you can either change the status to Pending Approval or Approved, depending on your workflow. Doing so will mean the task will no longer be visible in your Completed Task list.

More on invoice status.


Final Invoice already created?

If you land on a task using another method (e.g. by tapping a link back to a task) and a final invoice already exists for the task, the Create Invoice button will be replaced by a View Invoice button, so you can open the final invoice.




Create a Part Invoice

Part invoices are used at the start of a job for deposits or during the course of a job to invoice the client for part of the work undertaken.


To create a part invoice for an open task:


  1. Tap the More tab > Invoices, or the Invoices tile on the Overview.

    Both of these areas contain a counter telling you how many invoices are attached to the task.

  2. Tap the (green plus button) then tap Part Invoice.
  3. Follow the instructions as above from step 6 to add items to your invoice and send to your client.

Alternatively, to raise a part invoice without first viewing the invoice list, use the task shortcuts button > Create Part Invoice.


Read more on the Invoice worksheet  

Read more on adding items to an Invoice