Invoicing on EQUINET with XERO
Combine all your business tasks in one place, from booking appointments to creating invoices.
You can connect EQUINET with the leading accounting software - XERO and be able to send invoices, track payments and manage your accounts like a pro.

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Tilda Publishing
EQUINET & Xero
Recommended.
Connect to Xero to be able to send invoices and run your books like a pro.

+ Create invoices
+ Export invoices
+ Send invoices
Invoicing basics
Invoice your clients with Equinet
based on horse entries.
1
Create a horse entry every time you work on a horse.

Add procedures to the horse entry.
2
Invoice one or multiple entries at once.

You can start creating an invoice via entry, appointment or contact.
3
Send invoices via 3rd party accounting providers,
or export invoices to CSV, to import them in your preferred accounting tool.
Before you continue: you'll need to add/import contacts and create horses (with at least a name) before you can create an entry for a horse and invoice the contact related to the horse.
1. Create entry, add procedures
Set-up procedures (services) with prices. Add custom procedures and prices based on your pricing strategy.

Tag procedures to horse entries, so you can invoice them now or later.
1a. Add Procedure(s) to horse entry

Step 1. Create/edit entry
Click 'New Entry' from navigation bar.

You can also create new/edit Entry from horse screen or entries list.

Step 2. Tag procedure(s)
Click '( + )' button in 'procedures' section

Initially, all procedures have a zero price. To change that, see section 1b. below.
Step 3. Select procedure(s)
Press the relevant Procedure(s) – it will get highlighted in Blue. Click 'Done'
Step 4. Finish entry and save
Complete the Entry by selecting a horse, add notes, photos and the products you used. Click 'Save'.
1b. Add multiple procedures for multiple horses
If your client is, for example a Stud Farm and has multiple horses you may only see once, to avoid having to enter all the horses into the App, you can follow this process.
Step 1. Create 'Generic Horse' for relevant contact
This Generic Horse represents the multiple horses on which you will carry out the procedures.

Once created, you can use this Generic Horse for future entries as well.
Step 2. Tag procedure(s) in entry
Click '( + )' button in 'procedures' section

Initially, all procedures have a zero price. To change that, see section 1c. below.
Step 3. Set quantity
Click the Procedure and a pop up window will appear. Type in the number of the procedure carried out. Press Ok.
Step 4. Finish entry and save
Complete the Entry by selecting Generic Horse, adding notes, photos and the products you used. Click 'Save'.
1c. Create new or edit procedures
Entry: select procedures
  1. On the Dashboard, click on 'New Entry'
  2. In New Entry screen, click on the '( + )' button in 'procedures' section as highlighted
Create new Procedure
  1. Click the '( + )' button under any Procedure category
  2. Add details (name and price), ensure the Available button is set to green so it will be visible on the Procedure screen
  3. Click 'Done
Edit Procedure
    1. Click 'Edit procedures' in the top right of the screen
    2. Click on relevant procedure and change any of the information
    3. Click 'Done'
    To hide* any procedures you no longer use, switch the 'Available' trigger; it will no longer appear on the Procedure list screen.

    * Please note you cannot delete any procedures as they will be linked to invoices
    2. Create invoice for one or multiple entries
    You can invoice your contacts based on one or multiple entries; right after a session, or at the end of the month.
    The procedures tagged in entries will transform into invoice item lines, with their corresponding prices.

    You can create an invoice from the dashboard, Entry, Appointment, or Contact.
    2a: Create an Invoice from Horse Entry
    Step 1: Contact > Horse
    Open the Contact's profile and select the horse that was serviced
    Step 2: Select Entry
    Click on the Entry (or entries) you want to invoice
    Step 3: Invoice this Entry
    Click 'Invoice this Entry'
    Step 4: Edit invoice
    This will open up the Invoice screen - check if all the information is correct.
    Set "Tax Excluded " if taxes will be applied on top of the (procedure) price. Select "Tax Included " if tax is considered part of the price*. Press 'Done'

    * Please note that Quickbooks will only show Tax Excluded. Xero will allow you to choose tax excluded or tax included
    Step 5: Draft invoice created
    The invoice will show the summed price of all procedures in the invoice's entries.
    If connected to Xero or QuickBooks*, the invoice will be updated when (automatically) synced to these accounting providers.

    * QuickBooks will show the invoice once invoice is authorised.
    2b. Create an invoice with multiple entries from Dashboard
    If you service many horses for one client, you can send all horse entries in one invoice.
    Step 1: Create new invoice
    In the Dashboard click 'Invoice'.
    Step 2: Select contact
    Click on the Contact you wish to invoice

    Alternative: You can create an invoice for a contact directly from contact profile screen.
    Step 3: Select available entries
    Make sure the date range is desired and select the horse entries you wish to include in the invoice
    Step 4: Save the invoice
    Click 'Done'
    Invoice Created
    Follow the (same) steps below to send or export invoices.
    2c. Add multiple procedures for multiple horses
    If your client is, for example a Stud Farm and has multiple horses you may only see once, to avoid having to enter all the horses into the App, you can follow this process.
    Step 1. Create 'Generic Horse' for relevant contact
    This Generic Horse represents the multiple horses on which you will carry out the procedures.

    Once created, you can use this Generic Horse for future entries as well.
    Step 2. Tag procedure(s) in entry
    Click '( + )' button in 'procedures' section

    Initially, all procedures have a zero price. To change that, see section 1c. below.
    Step 3. Set quantity
    Click the Procedure and a pop up window will appear. Type in the number of the procedure carried out. Press Ok.
    Step 4. Finish entry and save
    Complete the Entry by selecting Generic Horse, adding notes, photos and the products you used. Click 'Save'. Invoice the entry via steps above.
    3. Send or export invoices and track status
    Send invoices via Xero, or export invoices to CSV to import them in your preferred accounting tool.
    3a: Send Invoices via Xero
    Invoice straight away by e-mail
    Press 'Authorise and Send' on a draft invoice – this will send the Invoice to the customer via the accounting tool.
    Email will be sent
    Once you click 'Authorise and Send', the invoice will be sent to the email address of the customer as added by you

    The contact can view the invoice by clicking link in the email and it will open up the Invoice through XERO which shows the procedures, price and options to pay.
    Invoice later
    Invoices will be listed as a 'Draft' and can be found on the Dashboard under 'Invoices'.
    When you are ready to send the invoices to your customers, click on the 'Draft' button on the Dashboard. This will show all the Invoices pending to be authorised and sent out.
    Follow the same steps as above to send out the invoices.
    Send an SMS
    After authorising an invoice, you can also SMS a link to the invoice to the contact (only if the contact has a telephone number).
    The contact can view the invoice by clicking link and it will open up the Invoice through XERO which shows the procedures, price and options to pay.
    3b. Export Invoices
    Step 1: All invoices
    In the Dashboard, click 'All Invoices' - this will show all the Invoices available
    Step 2: Allocate export button
    Click on the 3 dots in the top right hand corner of screen
    Step 3: Click Export
    Click 'Export'
    Step 4: Select export format
    Tick one of the export formats and click 'Export Invoices'.

    If you are connected to accounting provider and you select the corresponding export format, it will include all references.
    Email Received
    You will receive an email that will have a CSV attachment that contains the list of all chosen invoices, with information of the customer, horse, procedure, price and due date.

    You can import it into your accounting software to avoid doing manual entries, or send the export to your book keeper.
    3c: Tracking invoice statuses
    Invoice Statuses
    Your Invoices can be found listed under one of the following statuses :

    • Awaiting Payment
    • Overdue
    • Draft (meaning invoices created but not yet sent
    • Entries to Invoice
      (Entries for which invoices are yet to be created)

    Click the button to be directed to a list with invoices
    Step 1:
    Choose from one of the statuses

    1.For example - click Awaiting Payment and click on an Invoice of your choice from the list
    Step 2:
    Click on the Invoice Number
    Step 3:
    Log in to your account on your chosen accounting software and you will see the Invoice.
    4. Connect and configure Xero
    Connect to Xero to send invoices and run your business like a pro.

    a. Setup organisation information
    b. Setup tax rate & sales account
    c. Connect to Xero from EQUINET
    4a. Setup organisation information
    Step 1. Create/use Xero account
    or
    • Use an existing Xero account. Login to your Xero account
      Step 2. Choose "Settings" from dropdown menu
      Click on dropdown menu button top-left, and choose "Settings".
      Step 3. Click "Organisation details"
      Choose "Organisation details" from available options.

      Return to this page to alter other aspects if you desire.
      Step 4. Add organisation details
      Fill in the form with your organisation details. Save afterwards (at the bottom of the form).

      Additionally, select which information you want to show on your invoices.
      4b. Setup tax rate & sales account
      Step 1. "Accounting" > "Advanced"
      Step 2. Click "Tax rates"
      Step 3. Click "New Tax Rate"
      Click "New Tax Rate" to create a tax rate you want to use for invoicing.
      Step 4. Create new tax rate
      Add name ("GST"), tax components ("Sales") and the tax rate ("10%"). Save.
      Step 5. "Accounting" > "Chart of accounts"
      Step 6. Edit sales account
      Click "200 Sales" from the sales account list.
      Step 7. Apply tax rate
      In dropdown "Tax" select the tax rate you created in step 4. Save.
      Step 8. Select sales account in EQUINET
      Connect to Xero. Choose the configured sales account code and confirm. Now you are set up!
      4c. Connect to Xero from EQUINET
      Step 1. Choose Settings > Invoicing and administration
      Enter settings menu by clicking the 'cog' on the top left in the header on dashboard screen.
      Step 2. Click 'connect' in Xero item.
      To select another provider, you would have to disconnect to the current provider first.
      Step 3. Log in to Xero
      Use your Xero credentials to log in to Xero.
      Step 4. Click "Continue with 1 organisation"
      Select only one organisation, and continue.
      Step 5. Optionally, select different sales account code
      By selecting sales account code, you'll define the default tax rate configured in Xero.

      See 4b to setup sales account code in Xero.
      Disclaimer - Tax included/excluded

      When using XERO
      In EQUINET, when creating an invoice, you are able to select if tax needs to be applied on top (tax excluded) of the price entered in a procedure, or that the tax is considered part of the price (tax inclusive).

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