Admin Portal Guides
Invoicing
How to create and manage project invoices
Invoicing
FTS Platform tracks invoices for building services and syncs them with accounting systems like MYOB.
Invoices List
Navigate to Manage Invoices in the sidebar. The submenu expands to show:
- All Invoices - Complete invoice list
- Invoice Errors - Invoices with sync issues
- Blank Invoices - Invoices without line items
- Archived Invoices - Historical/closed invoices
Invoice List View
The main invoices list shows financial summary at the top:
| Summary | Description |
|---|---|
| FY | Financial year range (e.g., 01/07/25 - 30/06/26) |
| Total Cost | Sum of all invoice costs |
| Total GST | Sum of all GST amounts |
| Grand Total | Combined total including GST |
| Building Services | Total for building services category |
| Disbursements | Total for disbursements category |
Invoice Columns
| Column | Description |
|---|---|
| ID | Unique invoice identifier |
| Job No | Client job number |
| LGA Name | Local Government Area |
| Subject | Invoice category (Building Services, Disbursements) |
| Creation Date | When invoice was created |
| Updated Date | Last modification |
| Invoice No | Formal invoice number (e.g., FINV011414) |
| Invoice Date | Date on the invoice |
| Project / Division | Project address and customer division |
| BP Issued | Building Permit issued status (TBA, SEP, YES) |
| Line Items / Orders / Attachments | What the invoice covers |
| Cost | Base amount |
| GST | Tax amount |
| Total | Final amount |
| Is Processed | Sync status (YES/NO) |
Invoice Subjects
Invoices are categorized by subject:
| Subject | Description |
|---|---|
| Building Services | Core FTS assessment and compliance services |
| Disbursements | Pass-through costs (engineering, energy reports, etc.) |
Line Items
The Line Items column shows what the invoice covers:
- Consultancy Services Stage 1 - Initial assessment
- Consultancy Services Stage 2 - Follow-up work
- FTS Consultancy Stage 1 - FTS-specific services
- Council Advertising Fee - Council fees passed through
Creating Invoices
From a Project
- Open the project
- Click Invoices button in the header
- Or go to the project's invoice tab
- Click Create Invoice
- Select line items to include
- Review totals
- Save
From Invoices List
- Go to Manage Invoices → All Invoices
- Click Add Invoice (if available)
- Select the project
- Add line items
- Save
Invoice Statuses
| Status | Meaning |
|---|---|
| PENDING | Created but not yet processed |
| YES (Is Processed) | Synced to accounting system |
| NO (Is Processed) | Not yet synced |
MYOB Integration
FTS Platform syncs invoices with MYOB accounting:
- Click Sync with MYOB button to push invoices
- Synced invoices show "YES" in Is Processed column
- Invoice numbers (FINV...) are assigned on sync
- Check Invoice Errors for failed syncs
Filtering Invoices
Click Filters to filter by:
- Date range
- Subject (Building Services, Disbursements)
- LGA
- Division
- Processed status
- BP Issued status
Exporting Invoices
Click Export to download the filtered list as CSV for:
- Financial reporting
- Reconciliation with accounting
- Customer billing summaries
Invoice from Project Header
From any project, click the Invoices button in the header to:
- View existing invoices for this project
- Create a new invoice
- Check invoice status
Building Permit Issued Tracking
The BP Issued column tracks permit status:
| Value | Meaning |
|---|---|
| TBA | To Be Advised - permit pending |
| SEP | Separate/Split permit |
| YES | Building permit has been issued |
This helps track which invoices relate to completed permits.
Common Invoice Amounts
Based on service types:
| Service | Typical Cost |
|---|---|
| Consultancy Services Stage 1 | $625.00 |
| Consultancy Services Stage 2 | $625.00 |
| FTS Consultancy Stage 1 | $650.00 |
| Council Advertising Fee | Variable |
Note: Actual amounts depend on your pricing configuration.
Tips
- Check Blank Invoices - Ensure all invoices have line items
- Monitor Invoice Errors - Resolve MYOB sync issues promptly
- Use filters by FY - Filter by financial year for reporting
- Verify before sync - Review invoices before syncing to MYOB
- Track BP Issued - Invoices often trigger on permit issuance
Troubleshooting
Invoice Not Syncing
- Check Invoice Errors for error messages
- Verify MYOB connection is active
- Ensure all required fields are populated
- Try syncing again
Missing Invoice Number
- Invoice numbers are assigned when synced to MYOB
- Pending invoices show as "PENDING" until processed
Incorrect Totals
- Check line items are correctly assigned
- Verify GST calculations
- Review the project's checklist item pricing
Next Steps
- Creating Projects - Set up new projects
- Working with Orders - Orders generate disbursement invoices