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7.6. Creating an invoice in RubiCRM before syncing to Xero

Before you can sync invoices to Xero, you must first create them in RubiCRM.

Invoices can be created in two places:

• Primary Records Accounting page

• Accounts Admin page

In this guide, we’ll create an invoice from the Main Menu → Accounts → Accounts Admin page.

 

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Step 1: Select Items to Invoice

On the Accounts Admin page, locate the Items To Process section. This section lists all line items available for invoicing, including:

• Bookings

• Sale Pipelines (e.g., Memberships, Sponsorships)

• Export Documents

To create your invoice:

1. Use the tick boxes on the left to select the items for a specific record.

2. Click the Invoice () button.

This generates a single invoice containing all selected items.

 

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Step 2: Review and Edit the Invoice

You will be presented with a new invoice populated with default values for the record and your selected line items.

Key points:

• The Invoice Date defaults to today’s date. This becomes the official date, which is important when syncing to Xero.

 

• All fields except pricing are editable. Some fields may pre-load with default values, such as:

  • Currency

  • Email Cover template

• The Billing Address will load by default. If unavailable, the Main Address is used.

 

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Step 3: Select Email Cover and Invoice Template

• Email Cover – The email template sent to the client (e.g., “Please find attached your invoice”).

  • Default: Email Cover – Invoice

  • Alternatives: Email Cover – Membership Join, Email Cover – Membership Renewal, Email Cover – Export Docs

• Invoice Template – The template used to generate the PDF invoice.

  • Default: Invoice Template – Standard

  • Alternatives: Invoice Template – Membership, Invoice Template – Export Docs

 

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Step 4: Submit the Invoice

Once all required fields are complete:

1. Click Submit.

2. The invoice window will close, and the invoice will appear in a new window with additional options.

3. The invoice is now Added to Queue for processing to Xero.

 

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Step 5: Sync to Xero

With the invoice in the queue, you are now ready to sync it to Xero. Proceed to the guide on syncing invoices.

 

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