With our community of partners, you can get expert advice and training so you can be up and running in no time!

View setup partners

With our community of partners, you can get expert advice and training so you can be up and running in no time!

View setup partners

Get the Guide on Moving from spreadsheets to software.

Get the guide

Want to join us? Become a partner. 

Become a partner

Maximising your invoicing experience with new features

4. apply overpayment

Thanks for all your feedback on our roadmap. As part of our ongoing product enhancements, we’re excited to announce our first round of new invoicing features is live.

1. Import Overpayments and Prepayments from Xero against your WorkflowMax invoices

When your invoices are exported into Xero, they sit there until you apply a payment in Xero, which then imports back against your invoice in WorkflowMax.

However, if you applied a “Prepayment” or “Overpayment” type in Xero against the invoice, this type of payment wouldn’t flow back against your WorkflowMax invoice.

This meant that you’d either have to manually apply the payment twice (once in Xero, then again in WorkflowMax) or if you didn’t notice, you’d likely have a bunch of “unpaid” invoices with parts of the balances outstanding in WorkflowMax.

This latest release allows the prepayments and overpayments you’ve applied to your Xero invoice to automatically import against your WorkflowMax invoice along with payments and credit notes which have previously imported.

Import “Overpayment” and “Prepayment” payment types from Xero

Invoice in WorkflowMax

1 – Create an invoice in WFM

Invoice in xero, no payment


2 – Invoice is exported to Xero Apply overpayment in Xero

3 – Apply payments to the invoice in Xero - In this case we’re using the“Overpayment” payment type in Xero 

Payment WorkflowMax Invoice

4 – When the Xero payments are imported into WorkflowMax, the payments will show as one line.  The total now includes all types of payments, including in this example another payment I’ve added to this invoice since the initial overpayment. 

payments tab WorkflowMax

5 – If you drill down on the payments tab, then you will see each payment listed.

2. Map your invoice tasks and costs to specific Xero revenue accounts and tracking categories based on your job category in WorkflowMax

It is now possible when creating bulk invoices (multi job) to map your tasks and costs  to specific Xero revenue accounts and tracking categories, by job category.

Previously you could do this for individual invoices you created for each job, it was never intended to be used with bulk invoice (multi-job invoices).

With this new release, your invoice tasks and costs will map to your specified Xero revenue accounts and tracking categories, based on the job category of the job you’re invoicing.

Map your Xero invoice lines based on the Job Category

job cat wfm xero tracking

1 – Create a Job category from - Business -> settings -> Job Settings menu, and Job Category tab. 

Edit the job category and select an Income account to map all invoice tasks and costs for jobs of this type.  You can also select a Xero tracking category here to be applied to all invoice lines for jobs with this job category.

job category - consulting

2 – Add the category to the job

WorkflowMax bulk invoice

Image a - Invoice is created from Invoice Manager menu. 

Create WIP invoice WorkflowMax

Image b - Same invoice is created from WIP Manager menu. First select the jobs to include in your invoice. 

job category - grouped by client

Select “grouped by client” to create a multi-job or bulk invoice by client, where you might have more than one job per client. 

3.wfm invoice

3 – This multi-job invoice shows a summary of two jobs.  You can click to expand the jobs and view the tasks and costs per job.

All invoice lines created on jobs where a job category has been applied, will now be mapped to the Xero account and/or Xero tracking categories you have selected under the Job Category settings.

4. invoice exported to Xero

4 –Invoice in Xero - J001021  mapped to “consulting services” as per job category set up. J001022 mapped to the default “sales” account, as this job has no job category applied.

Visit our support centre for more information on the Xero Interface


We’ve also got a few more enhancements coming to invoicing soon, so stay tuned on the blog and as always, we welcome your feedback in the comments section below.

New call-to-action

Try WorkflowMax today with a 14 day free trial

It’s easy - no credit cards, no contracts. Start today.

Start free trial
Joanna Bellis
Joanna Bellis is the Product Owner for WorkflowMax. She was the first person employed by WorkflowMax back in 2009 and has 20 years of international experience in the online software industry after roles in London, Europe and NZ. When she’s not at work, you’ll find her trying to keep up with her two young children and two dogs, perfecting her downward dog and warrior poses, and making novelty kids crocheted hats.

Joanna Bellis