Invoices and payments

There are two ways to see an invoice: the secure link in the email we send you, or Billing inside QOS if we’ve given you access. Either way, you can only look. You can’t edit an invoice or mark it as paid.

From the email

Each invoice email has a View invoice button and a six-digit PIN. If we’ve turned on card payments for you, there’s a Pay now button as well. The email usually has the PDF attached.

1. Open the email and choose View invoice.
2. On View your invoice, type the 6-digit PIN from the same email and choose View invoice.
3. Check the details, then pay (see below) or choose Download PDF to keep a copy.

The link might be a short qual.ls address. It’s just a shorter version of the same secure link.

The page shows the issue date, the due date (or Due upon receipt), what you’re Billed to, each line item, GST and the total. If you’ve already made a part payment, you’ll also see Payments received and Balance owing.

Note

If we sent the invoice again, use the PIN from the newest email. Each invoice has its own link and its own PIN.

From Billing in QOS

If your menu has Billing, you can see your invoices without a PIN.

• Use Search invoices… to find one by number or name.
• The list shows the invoice number, who it’s billed to, the status (Sent, Paid or Partial), the date issued and the total.
• Select one to open it. From there you can choose PDF to download a copy, or Email to client to send the invoice email again to the billing contacts we have on file. The link and PIN are shown there too, and selecting them copies both.

Only invoices and quotes that we’ve sent appear here. Drafts never do.

Paying

Unpaid invoices show how to pay under the invoice.

Bank transfer. Under Please make payments to: you’ll see our ABN, BSB and account number. The copy button beside each one copies just the digits, ready to paste into your bank. There’s no fee for paying by bank transfer.

Card. If we’ve switched it on for you, Pay online by card appears with a button showing the amount, for example Pay $1,100.00. It takes you to a secure checkout run by Square. A card surcharge applies, and the page shows the percentage and the dollar amount before you pay. Once the payment goes through, the invoice is marked as paid.

Paid invoices and quotes don’t show payment options.

Invoices paid in stages

Some projects are billed in stages. Each stage is its own invoice with its own link and PIN. The invoice page shows where this stage sits among the others and which ones are paid.

Quotes

A quote looks like an invoice but says Quote and shows Quote total. There’s nothing to pay on a quote.

If the PIN doesn’t work

• Use the PIN from the same email as the link.
• Type all six digits exactly as shown.
• If you’ve been sent the invoice more than once, try the newest email.
• After several wrong tries, the link locks for about half an hour. Wait, then try again.

If it still won’t open, or the page says We couldn’t find this invoice or This link is no longer valid, get in touch with the invoice number.

Can’t find the email at all? See Troubleshooting.