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Reconciling invoices with non-integrated ledgers
Reconciling invoices with non-integrated ledgers

Not using Xero, QuickBooks or MYOB? Learn how to create and reconcile invoices in ledgers that do not connect with Ignition.

Frank Brincat avatar
Written by Frank Brincat
Updated over a week ago

If you are using a general ledger that Ignition does not natively integrate with, this article will guide you through how to create and reconcile invoices manually.

What information can you use to create invoices in your ledger?

The Invoices Tab

The Invoices tab is where you can view the past billing of that specific client. You can use this information to manually create your invoices in your ledger, as the Invoices tab will display the invoice total and the services as line items.

💡 Pro tip: Consider using the proposal reference number generated from Ignition as your invoice reference (if your ledger supports this). This will allow you to cross-reference your ledger invoices and proposals in Ignition.

Billing Schedule Tab

The Billing Schedule tab is where you can view the future billing of that specific client.

You can use this as a reference for upcoming billing for your clients.

Once a proposal has been accepted, you can use the Billing Schedule to manually schedule your client’s invoices in your ledger manually. For example, if the proposals are due to be billed monthly (Ignition), create a monthly recurring invoice (your ledger).

Ignition payments settings

Collection Schedule

If you're using Ignition payments, you can set your collection schedule under Settings → Payments tab. These settings control how many days the system will wait until the payment collection process occurs.

Manual Payment Terms apply to any invoices that need to be generated manually by a user within the Billed Manually section of a client's Billing Schedule tab. (e.g. On Completion billing, Estimate billing)

Automatic Payment Terms apply to any invoices that are automatically created by Ignition, or billing items within the Billed Automatically section of a client's Billing Schedule tab. (e.g. Recurring, On Acceptance billing).

We recommend aligning your collection schedule in Ignition with your invoicing terms in your ledger.

For example, if your invoices are due to be paid within 14 days (your ledger), you can consider setting your collection schedule for 14 days (Ignition). Conversely, consider reducing your invoice payment terms (your ledger).

In a 14-day scenario, if a client signs their Ignition proposal on the 1st of the month and they have entered their payment details, then the payment will be scheduled for the 15th of the month.

What information can I use to reconcile invoices in my ledger?

Ignition Payments is our dedicated payments processor which can be attached to the proposals you create and send through Ignition.

You can collect billing details from your clients directly on your proposals and automatically process payments through the Ignition payment gateway.

The Payouts Tab

The Payouts tab contains all the lump sum payments processed to be deposited into your bank account. These lump sums often contain multiple client payment collections which will be transferred once a day to your bank account. You can use the details from Payouts to reconcile your invoices in your ledger.

WIP Washups in MYOB

If you are using a desktop version of MYOB and are used to billing out time on your MYOB jobs, you might be wondering how to perform WIP wash-ups if you're using Ignition.

Here are a few options:

Option 1: Connect a Xero ledger anyway and let Ignition automatically create invoices in Xero (from the Client Billing Schedule) and send these out to clients. In addition, you can benefit from the auto-reconciliation of payments in Xero too.

Then, use those Xero invoices as a basis for creating ‘dummy’ invoices in MYOB which mop up the time on the job.

Option 2: If no Xero ledger is connected, create the invoices in MYOB manually and send them out to the client from MYOB. Create the invoices from the time on the job. Then amend the total (based on the Client Billing Schedule values as above) before sending it to the client.

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