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Invoices

Create, review, issue, void, and sync invoices in Neptune.

On this page

Use Invoices to create and review customer invoices. The page can show invoice, customer, related record, status, delivery, payment, accounting status, issue date, due date, and total.

Invoices are available only to organisations with the feature enabled and the required plan access. If Invoices is missing from the navigation or customer and contract pages, contact your Neptune administrator or Neptune support to confirm availability.

Create a manual invoice

  1. Open Invoices and click New invoice. You can also open a customer’s Invoices tab and click New invoice.
  2. Search for a customer by typing at least three characters, unless the customer is already selected.
  3. Enter the Title and optional Description.
  4. Set the Issue date and optional Due date.
  5. Enter the line-item Description, Quantity, and Unit amount.
  6. Review the subtotal, tax, and total.
  7. Click Create invoice.

Neptune shows Invoice created. A newly created invoice is issued, unpaid, and recorded as not sent. Its tax name, rate, display method, and currency are captured from the organisation settings at creation time. Changing organisation defaults later does not change that invoice.

The current form starts with one line item and does not provide an add-line or remove-line control. If you need a different invoice structure, contact Neptune support before creating it.

Create an invoice from a signed contract

  1. Open a signed contract and select Invoices.
  2. Review Suggested invoices, which are based on the contract payment schedule.
  3. Click Create invoice beside a suggestion that shows Not created.
  4. Review the dates, line item, tax, and total.
  5. Click Create invoice.

Invoices cannot be created from this panel until the contract is signed. After creation, the invoice appears under Created invoices and the suggestion shows its invoice number.

Create an invoice from a signed variation

When invoicing is available on a contract variation, its Invoice area offers a suggestion after the variation is signed.

  1. Open the signed variation.
  2. Review the suggested variation title and total under Invoice.
  3. Click Create invoice.
  4. Review the dates, line item, tax, and total in the invoice form.
  5. Click Create invoice to save it.

The suggestion uses the variation’s sell total. Once created, the invoice table replaces the suggestion. Open the existing invoice rather than creating another invoice for the same change.

Review invoice details

Select a row on the Invoices page or customer/contract invoice table. The drawer shows:

  • the customer and related record;
  • invoice, delivery, payment, and accounting statuses;
  • issue and due dates;
  • captured tax settings;
  • line items and totals; and
  • an accounting invoice number or Open in Xero/MYOB link after a successful sync, when supplied by the provider.

The Delivery status is a record of whether an invoice has been sent. Neptune currently has no action on this invoice screen to send the invoice to the customer. Creating or issuing an invoice does not promise customer delivery. Send it through the agreed external process and do not treat Issue or accounting sync as delivery.

Issue or void an invoice

A draft invoice shows Issue and Void. Click Issue to change it to issued, or Void to make it voided. An issued invoice can also be voided. Neptune shows Invoice updated.

Voided invoices cannot be synced to an accounting provider from the invoice drawer. The current screen does not provide an action to restore a voided invoice, so confirm the invoice before selecting Void.

Sync an invoice to accounting

Xero and MYOB can sync Neptune invoices when the provider is connected and its invoice defaults are complete.

  • With automatic sync, Neptune attempts the accounting sync after invoice creation. It reports Invoice created and synced to [provider] on success. If it fails, the Neptune invoice still exists and Neptune shows the failure reason.
  • With manual sync, open the invoice and click Sync to Xero or Sync to MYOB.

The Accounting status moves through values such as ready to sync, syncing, synced, or error. Once synced, use Open in Xero or Open in MYOB when available. If Neptune says to complete invoice settings or connect an accounting integration, follow Accounting Integrations.

Reckon Accounts Hosted does not currently provide invoice sync through this screen.

Refresh payment statuses

When the connected provider supports payment-status reading, the Invoices page shows Refresh payment statuses above the table.

  1. Click Refresh payment statuses.
  2. Wait for Neptune to check the synced invoices.
  3. Review the confirmation. Neptune either reports the number marked paid or says the provider statuses are up to date.

The page also shows when statuses were last refreshed. This action updates payment information available from the accounting provider; it does not send invoices to customers or collect payment.

Troubleshooting

  • Invoices is missing: The feature or required plan access is not available. Contact your administrator or Neptune support.
  • Customer search finds nothing: Enter at least three characters and confirm the customer already exists in Neptune.
  • Tax or currency is wrong: Before saving, close the creation form, correct Organisation Settings, and reopen it. Existing invoices keep their captured settings; ask your administrator about correcting or replacing an issued invoice before creating a duplicate.
  • Sync button is missing: Voided and already-synced invoices do not show it. Otherwise, connect Xero or MYOB and complete its invoice defaults.
  • Sync failed: Read the error in the invoice drawer, correct the provider connection or defaults, and retry the manual sync.
  • Refresh payment statuses is missing: The connected provider or its current permissions do not offer status reading. Confirm the integration setup or contact support.
  • Customer says they did not receive the invoice: Neptune’s current invoice screen does not send it. Check the external delivery method your business used.