7 / Invoice From Harvest To Xero

Open Harvest > Reports > Uninvoiced

Select Month view and go to the month you are invoicing for

Select the tick box option to show Projects With Balance Only

Select the Invoice button to the right of the client want to create an invoice for. NOTE: Always open in a separate tab (Ctrl + right-click on mouse) otherwise you will have to go through steps 1-3 as well as 4-16 for every client you want to create an invoice for

Check the information in the top box is correct ie: you only want to invoice flexi plan timers, so untick any Projects or Fixed Fee timers that are there (ref pic below)

In the Time & Materials box, select the following options (ref pic below):

• Under Billable hours: select Include uninvoiced billable hours from: Last Month [Month]

• Under How to Display Hours: select By Task: Combine all hours for one task into one line

In the Expenses box, if applicable, select the following options (ref pic below):

• Under Expenses: select Include uninvoiced billable expenses from: Last Month [Month]

• Under How to Display Expenses: select Detailed: Display each expense entry as one line

• Under Expense Details: untick Project and People

Select the green Review Invoice button

Change the Issue Date to the last day of the month (even if it lands on a weekend day)

Change the Due Date to the 7th of the current month (even if it falls on the weekend), with the following exceptions, who are to have a due date of the 20th:

• Adrenalin Consultants Limited (over hours)

• Advertising Standards Authority (over hours)

• Endeavour Business Accountants Limited (over hours)

• Growing Future Farmers Trust (flexi/over hours)

• Indicator Consulting Limited (flexi)

• Indicator Holdings Limited (flexi)

• Indicator Programmes Limited (flexi)

• Indicator Technology Limited (flexi)

• Indicator Training Limited (flexi)

• Jessica Setu (flexi)

• Laura Fergusson Brain Injury Trust (flexi)

• NZ Spring Works (over hours)

• NZ US Tax Specialists Limited (over hours)

• Rawleigh Healthcare Limited (over hours)

• Any flexi plan clients that are moving to service plan so they don't have 2 invoices due on the same day

In the subject line put the month and year you are invoicing for eg September 2025

Change the line Item Type for flexi plan line/s to HFlexi

If applicable, change the line Item Type for any expense line/s to HEXP-GST or HEXP-NOGST, eg Facebook Ads are always No GST

Edit each line's description as necessary:

• For Flexi lines: use the descriptions in Airtable > Invoicing

• For Expenses: add the word Expense - to the beginning of the description, and remove any notes referring to No GST as these are just a reminder to change the Item Type accordingly

Select the green Save Invoice button

From the Actions dropdown select Copy to Xero

Repeat steps 4-16 until all Flexi Plan clients are invoiced

Open Harvest > Reports > Uninvoiced

Select Month view and go to the month you are invoicing for

Select the tick box option to show Projects With Balance Only

Select the Invoice button to the right of the client want to create an invoice for. NOTE: Always open in a separate tab (Ctrl + right-click on mouse) otherwise you will have to go through steps 1-3 as well as 4-16 for every client you want to create an invoice for

Check the information in the top box is correct ie: you only want to invoice flexi plan timers, so untick any Projects or Fixed Fee timers that are there (ref pic below)

In the Time & Materials box, select the following options (ref pic below):

• Under Billable hours: select Include uninvoiced billable hours from: Last Month [Month]

• Under How to Display Hours: select By Task: Combine all hours for one task into one line

In the Expenses box, if applicable, select the following options (ref pic below):

• Under Expenses: select Include uninvoiced billable expenses from: Last Month [Month]

• Under How to Display Expenses: select Detailed: Display each expense entry as one line

• Under Expense Details: untick Project and People

Select the green Review Invoice button

Change the Issue Date to the last day of the month (even if it lands on a weekend day)

Change the Due Date to the 7th of the current month (even if it lands on a weekend day), with the following exceptions, who are to have a due date of the 20th:

• Advertising Standards Authority (over hours)

• Rawleigh Healthcare Limited (over hours) 

In the subject line put Over Hours and the month and year you are invoicing for eg Over Hours - September 2025

Leave the line Item Type as HServicePlans for any virtual and on-site lines

If applicable, change the line Item Type for any expense line/s to HEXP-GST or HEXP-NOGST, eg Facebook Ads are always No GST

Edit the description lines as follows, and where applicable (ref pic below):

• For Virtual hours:  Total Virtual hours for [Month] 2020 - XX.XX @$XX/hr   (update the quantity and unit price to match the line)

• For On-site hours:  Total On-site hours for [Month] 2020 - XX.XX @$XX/hr   (update the quantity and unit price to match the line)

• For Expenses:  add the word Expense - to the beginning of the description, and remove any notes referring to No GST as these are just a reminder to change the Item Type accordingly

Select the green Save Invoice button

From the Actions dropdown select Copy to Xero

Go to the draft invoice in Xero and add an additional line onto the invoice with details as follows (ref pic below):

• Description:  Additional assistance over and above the Monthly Service Plan of $xxxx   (this is the amount of the client's Service Plan before GST, from the Monthly Plan column - column X - in the EOM Time Analysis spreadsheet)

• Quantity:  1

• Unit Price:  $xx.xx   (this amount comes from the Balance column - column AH - in EOM Time Analysis spreadsheet)

With changes to Xero Invoicing in September 2024, we can no longer delete the Quantity, Unit Price, Account & Tax Rate columns that have come from Harvest with an Item Code, so we need to also add additional lines and duplicate the description from any Total Virtual and On-site lines, and then delete the lines with Item Codes in them - refer to video below for clarification

When you are in the Time Analysis Spreadsheet getting the unit price for step 17, enter the same amount into the Invoiced column - column AG - which will take the balance back to $0.00 ready for the next invoicing month

Save

Repeat steps 4-19 until all Service Plan clients that are over their plan hours are invoiced from Harvest and sitting in draft in Xero