Send your subbie invoices

For internal subbies (subcontractors) who bill the organisation they work for. Only contractors who send invoices see Invoice in the bottom bar and side menu.

How invoices work

You raise an invoice after you finish work in a pay period. A pay period is weekly or fortnightly, depending on your organisation. Once the pay period ends, your timesheet hours for it are ready to invoice.

The app fills the invoice in for you from the hours you recorded when you checked in and out, at your hourly rate. You check it, fix anything that's wrong, and send it to your admin.

Before you start

Make sure your account details are complete. The app asks for them the first time you tap the round + on Invoices.

1. Business Details. Type your ABN Number (11 digits), choose GST Include (Yes or No), then tap Next.
2. Address Details. Fill in your address, then tap Save Address.
3. Client Information. This is filled in for you, so tap Next.
4. Bank details. Fill in Bank Name, BSB, Account Number and Account Holder Name, then tap Save Bank Details.

You only do this once. To change your bank details later, tap Profile > Bank.

Create and send an invoice

1. Start a new invoice. Tap Invoice in the bottom bar, then the round + in the bottom-right corner.
2. Select the pay period. Pick its first and last day in Start Date - End Date *.
3. Select the project. Choose the project you worked on in Project.
4. Tap LINE ITEMS. Each day of the pay period is filled in with your timesheet hours and hourly rate.
5. Check each line. Correct the Hours, and the Rate if your pay rate changed.
6. Preview it. Tap Preview. To change something, tap the back arrow and edit it.
7. Send it. Tap Submit Invoice to send it to your admin, or Draft Invoice to finish it later.
8. Download it. Tap the blue download icon on the invoice card to get the PDF.

Step 1The + button on Invoices

Steps 2–4Pick the pay period and project, then tap LINE ITEMS

Step 5A line item for one day

Step 6Check the totals, then tap Preview

Step 7Draft Invoice and Submit Invoice on Invoice Preview

Step 8The download icon on an invoice card

Once you submit it, the invoice shows as Pending and your admin can see it in SwiftCheckin on the web. They review it and approve it, or send it back to you for correction. Drafts can't be downloaded until you submit them.

Hint: when to add another line item

Add another line when part of a day was paid at a different rate.

For example, on Monday you worked 8 hours at your normal rate and 2 hours of overtime:

• Line 1: Monday, 8 hours at your normal rate.
• Line 2: tap Add Line Item under Monday, then enter 2 hours at the overtime rate.

Preview an invoice

Tap Invoice in the bottom bar, then tap any invoice card to see the full invoice, including its line items, totals and any Notes from your admin.

Edit an invoice

You can edit an invoice while it is Draft, Pending or Correction request.

1. Open the invoice. Tap Invoice in the bottom bar, then tap the invoice.
2. Tap Edit Invoice. It's at the bottom.
3. Make your changes. Change the pay period, project or LINE ITEMS, as for a new invoice.
4. Send it again. Tap Preview, then Submit Invoice.

Step 1Tap the invoice to open it

Step 2Edit Invoice at the bottom

If your admin sent it back for correction, read their Notes first.

Delete a draft invoice

1. Open your drafts. Tap Invoice in the bottom bar, then the Draft tab.
2. Tap the bin. Tap the red bin icon on the draft.
3. Confirm. Tap Delete.

Step 3Tap Delete in Delete Invoice

Only drafts can be deleted, and this can't be undone.

Invoice status

Status	What it means
Draft	Saved but not sent.
Pending	Sent to your admin. Waiting for review.
Correction request	Your admin wants you to change something. Read the Notes, then edit and submit it again.
Approved	Approved and waiting to be paid.
Paid	Your organisation has paid it.
Overdue	The due date has passed and it isn't paid yet.
Rejected	Your admin did not accept it.