A deal's Xero invoices

Every deal shows the Xero invoices raised against its customer, with the running money picture above them. On a long-running job that list can reach hundreds of invoices, so it loads a page at a time.

What you see

At the top of the section: the matched Xero contact, how many invoices the deal has in total, and six totals: Total Invoiced, Total paid and Outstanding, each shown both inc GST and Ex GST.

Summit finds the deal's Xero customer the same way here as on the Financial Overview and the Cost Tracking tab: each deal contact is matched by email first, then by name. When a deal has several contacts that match different customers in Xero (a couple invoiced separately, say), the section says "Matched 2 Xero contacts" and the list and totals cover all of their invoices.

Below that, one card per invoice, newest first. Invoices with no date sit at the end of the list. Each card expands to show its line items.

Loading the rest

Only the first 50 invoices load with the page. When there are more, you'll see:

• "· showing 12" next to the invoice count: how many of the total are currently on screen.
• A Load more invoices button under the list.

Click it as many times as you need; the button disappears once you've reached the end. If a page fails to load (a dropped connection, say), the invoices already on screen stay put and you can retry.

The totals never change as you load more. They are calculated across every one of the deal's invoices from the start (including any you've manually linked in or excluded), not just the ones on screen. So the money picture is right the moment the page opens, even if you never press Load more.

Tagging categories while paginated

The Set all as one category bar tags every line item of every invoice you can currently see. While there are more pages to load it says so: "Tags every line item (N) on this deal's loaded invoices at once", so you know its reach. If you want it to cover everything, load all the pages first.

Moving an invoice that's on the wrong deal

Xero attaches an invoice to a client, not a job. If one client has several deals (say 10A Duncan Street and 123B Wakefield Ave), each of that client's invoices shows up on every one of those deals until you say where it belongs. You can fix it in one step from the deal that is showing it wrongly:

1. On that deal, open the gear (Deal links settings) and go to the Xero tab.
2. Under Linked Xero invoices, press Move to another deal... on the invoice.
3. The picker lists the other deals that currently show the same invoice first, under "Also showing this invoice". Press Move here on the right one. To send it to a deal that isn't listed, search by name and press Move here.

The invoice disappears from the deal you moved it from and from every other deal that was showing it, and appears only on the one you chose, all in a single step. If it was on the destination's removed list before, that is undone.

You can also do it from the destination deal. Press + Add Xero invoice and search for it. If the invoice currently shows on another deal, the result says "Currently on ..." and its button reads Move here, which adds it here and takes it off every other deal showing it in one go. If Summit can't check where the invoice is, the buttons stay off and a Retry button appears; press it to check again.

Moving only changes which deals show the invoice; nothing is changed in Xero.

Pulling fresh invoices

Summit keeps its own copy of your Xero invoices and re-reads it on a schedule, so an invoice you raised or paid in Xero a moment ago may not be on the deal yet. At the top of the Invoices tab, above the invoice list, there's a Xero invoice data panel showing when that copy was last read (with an amber dot once it's over an hour old) and a Refresh Xero invoices button that pulls the current picture straight away.

Refreshing takes a few seconds. If someone else is already refreshing the same deal you'll see "Refresh already in progress"; if Xero has nothing linked to the deal, or the refresh is still running when the page comes back, the panel says so rather than quietly doing nothing.

The panel only appears once your organisation has connected Xero; before that the section offers a Connect Xero in Settings link instead.

See also: Tagging a whole estimate as one category, Connecting Xero, Refreshing Buildxact data.