How to add extra work and send the final invoice

Work that wasn't on the quote, like a return visit, goes on the job as an extra, priced on its own line. When the work is done, the final invoice adds it all up: the agreed total, less the deposit already paid, plus the extras and the VAT.

Who can do this: a Director, a Supreme Technician or an Ops Admin.

Add an extra

1. Open the project and go to the Billing tab.
2. In Invoice extras, press Add additional items.
3. For each extra, type a Description (for example "Return visit") and the amount in £ net, before VAT. Press + Add item for another.
4. Press Save additional charges.

From the project list, Invoice Extras on a job opens this card with the editor ready. The job's row now shows the extras' total and how many there are. Saving an extra doesn't email anything: your client sees it on the final invoice.

Send the final invoice

1. On the job's card, in the project list or on the project page, press Final Invoice.
2. In Generate Final Invoice, check the figures: the quote amount, the deposit paid, each extra, and what the client pays. Amounts are shown before VAT; the VAT is added on the invoice. (You can still add extras here with Add additional items.)
3. Press Generate & send final invoice. (It reads Generate final invoice if the client has no email address.) The final invoice is issued and emailed to your client with the PDF attached, and the job moves to Final Invoice Sent.

What your client gets

An email whose first line names the final invoice and the amount due, with the invoice attached as a PDF and a link to view it online. The email ends with the date and time it was sent. The invoice shows the project total before VAT, less the deposit paid, each extra on its own line marked "additional charge", the VAT, the Amount Due, and your payment details.

Good to know

• Agree an extra with your client before you add it. There's no step where they approve it in ArchplanAI: the final invoice is where they first see it.
• When you can add extras: from the moment the deposit is paid until the final invoice goes, up to 30 of them on a job.
• When the Final Invoice button shows: once the deposit is paid, but not while the survey is booked, while the drawing is in progress, or while the job is in QC.
• Paid in full upfront, with no extras? You'll see Complete Project instead, because there's nothing left to invoice.
• Need to change an extra after sending? On the Billing tab, Edit additional charges works while the final invoice is unpaid. The change isn't emailed by itself: press Email revised invoice to send it.
• Extras never go on a deposit invoice.
• Pressed it twice? If nothing has changed, nothing new is issued or emailed.

Next: "Record a payment and send the receipt".