What are the different ways to create an invoice in Uptick?
Uptick has several invoicing methods depending on the type of work you are billing. Use the table below to find the right one for your situation.
Type | How to | Purpose |
Tasks → View a task → Dispatch to client (or Create Invoice to preview before dispatching) | Callout, Repair, Do & Charge I&T work, Manual dispatch of a Fixed contract invoice | |
Billing Contracts → Select contracts → Edit X Billing Contracts → Bulk Process Options: Create tasks and send invoices → Apply | Invoice multiple fixed billing contracts at once | |
Tasks → Select tasks → Edit [X] Tasks → Consolidate tasks → Invoice from the parent task | Pull charges from multiple tasks into a single invoice | |
Projects → View project → View Approved Claim → Invoice from a task | Invoice for installation projects, managing progress and retention |
How to invoice for items used on a task?
Can I combine fixed billing charges with other charges in one invoice?
Yes, invoices, including generated from fixed billing contract, can be combined into one invoicing through consolidating tasks.
Please note that Process: Create tasks with no invoices (for consolidation) must be used when processing fixed billing invoices.
How to combine invoices for multiple properties in one?
If the properties are linked to the same client and have the same billing card, you can combine them onto one invoice through consolidating tasks.
Can I use consolidated invoicing for repair tasks?
Yes, the consolidating tasks functionality can be used for any category of tasks, including repairs.
What is the difference between consolidated invoicing and Parent/Child tasks?
Parent/Child tasks are used to group related work under one main task,and Consolidated invoicing is one use of Parent/Child tasks fucntionality.
Parent/Child tasks can also be used for:
managing multi-site, multi-building, or multi-tenancy work
dispatching reports, quotes, and invoices from multiple tasks in one dispatch
So, consolidated invoicing is a billing outcome of Parent/Child tasks, while Parent/Child tasks are the broader structure used to manage related work.
How to delete draft invoices?
To delete a draft invoice, open the invoice with Draft status, click Update, then select Delete in the bottom-left corner. In the confirmation pop-up, click Confirm Delete. The invoice status will then change to Deleted.
How do I delete or void an invoice?
The ability to delete or void an invoice depends on its status and whether it has been synced with your accounting partner.
1. Deleting a Draft Invoice
You can only delete an invoice if it is in Draft status.
From the Uptick Web Platform, open the invoice with Draft status.
Click Update.
Select Delete in the bottom-left corner.
Click Confirm Delete in the pop-up window.
The invoice status will change to Deleted. Deleted invoices are hidden by default but can be found by filtering the invoice list by the "Deleted" status.
2. Voiding an Authorised Invoice
If an invoice has already been pushed to your accounting partner (Authorised status), it cannot be deleted directly in Uptick. You must void it in both systems.
In your accounting software: Find the corresponding invoice and void it according to your accounting software's process.
In Uptick: Navigate to the invoice and click the Sync button in the Accounting Integration section. This will update the invoice's status in Uptick to Voided.
How often should I review failed invoice dispatches?
Regularly reviewing failed dispatches is a good practice, especially after generating and dispatching billing contracts in bulk. However, we recommend addressing failed dispatches as they occur to ensure invoices reach your clients promptly.
Note that a failed dispatch record remains visible in the list even if the invoice is later sent successfully — this is by design for audit purposes.
Will a failed dispatch be removed from the list if the invoice is later sent successfully?
No. Failed dispatch records remain in the failed list even after the invoice is subsequently sent successfully. This is intentional — the record is kept for audit and history purposes. If the invoice has reached your client, no further action is needed; the failed entry is simply a historical log.
Which email address does Uptick use when sending invoice reminders?
When an invoice reminder is sent from Uptick, the system checks the client's Billing tab and uses the Billing "E-mail To" contact listed there. If that field is empty, it falls back to the client's Primary Contact email address. Additionally, they are sent to the property contacts with requires invoicing enabled.
Note that reminders use client contact settings — not the billing card email.
Why is the Invoice BCC address not included when sending invoice reminder emails?
The Invoice BCC address is not included on invoice reminder emails because it only applies to invoice dispatches, not overdue/reminder emails. Reminder emails use the standard invoice recipient rules instead, such as the primary contant on the client or billing requirements, as well as property contacts with requires invoices enabled..
Why hasn't the invoice status been updated?
Invoice statuses (like Authorised or Paid) sync from your accounting partner. This sync typically happens automatically overnight.
If the status has not updated, you can trigger a manual sync:
Open the invoice in the Uptick Web Platform.
In the Accounting Integration section, click the Sync button.
This will immediately pull the latest status from your accounting partner. If a voided invoice is still showing as overdue in the customer portal, a manual sync will fix it.
The status changes from Draft to Authorised after a successful dispatch. If it doesn't update in real time:
Wait for the overnight sync to update the status.
Or, to sync immediately, open the invoice and click Sync in the (Accounting Partner Name) Integration section.
Can an invoice be edited after it is pushed to the Accounting Partner?
After an invoice is pushed to the accounting partner, it can NO longer be edited in the workspace. If changes are made in the accounting partner, only the invoice total will sync back to Uptick (either overnight or by clicking Sync on the invoice), and the following message will appear:
"The total on this invoice does not match the sum of the lineitems. This is because the invoice was modified in the accounting partner, rather than in Uptick. Uptick will use the value set by the accounting partner."
Alternatively, if the line items must reflect the correct information, void the invoice in the accounting partner, then sync it in Uptick to update the status to VOID, and raise a new invoice with the updated details.
Should I send invoice reminders from Uptick or from my accounting software?
If your invoices are generated in Uptick, we recommend sending reminders from Uptick. This gives you full control over the reminder email template and lets you track what has been sent, all without leaving the platform.
If you have made adjustments to an invoice in your accounting platform (such as Xero), send the reminder from there instead so the customer receives information that matches the updated invoice.
What should I do if an invoice has been adjusted in the Accounting Partner — will Uptick send an incorrect reminder?
If an invoice has been modified in the Accounting Partner after being generated, the version in Uptick may not reflect those changes. In this case, send the reminder from the Accounting Partner so the customer receives communication that matches the updated invoice.
Where can invoicing settings be configured?
Invoicing settings are managed in Control Panel > Invoicing, allowing adjustments to reference format, description, payment terms, due dates, BCC address, sequence number, local invoice generation, and payment instructions.
Can I set different invoice due dates for different customers?
Yes. The workspace-level due date setting in Control Panel > Invoicing is a default that applies to all invoices.
The due date field also exists on the billing card and overrides the workspace defaults when set up. If the Billing card is not synced to Accounting partner, you can update it in Uptick, otherwise update the due date in Accounting Partner.
The invoice due date according to the hierarchy will be displayed on the invoice pdf as well as saved against the invoice in your workspace.
How to prepopulate the invoice description for every invoice?
To prepopulate the invoice description for all invoices, go to Control Panel → Invoicing and provide task-related variables in the Format of the Invoice Description field. For example, when this field is set up as
Inspection completed for {{ task.site_name }} on {{ task.completed_date }}. {{ task.invoice_note }}The invoice description on a task would appear as:
Inspection completed for 123 Main Street on 05/05/2025. All works carried out as per agreement.
This lets you define the default text that appears on every invoice automatically.
Common Variables
Variable | Explanation |
{{ task.invoice_note }} | Invoice note |
{{ task.ref }} | Task reference, for example T-00011 |
{{ task.name }} | Task name |
{{ task.description }} | Short description |
{{ task.scope_of_works }} | Scope of works |
{{ task.authorisation_ref }} | Authorisation reference |
{{ task.technician_note }} | Technician's note |
{{ task.due }} | Due date |
{{ task.property.ref }} | Property reference. |
{{ task.property.name }} | Property name. |
{{ task.client.name }} | Client name |
{{ task.category.name }} | Name of task category |
{{ task.assigned_to.name }} | Name of primary technician |
{{ task.status_changed_inspected }} | When the task was marked as Performed |
Can I show a different invoice description for task invoices versus billing contract invoices?
The standard Invoice Description Format setting does not differentiate between task created from the task vs billing contract invoices on its own. However, two options are available:
Customise the invoice document template. Please contact [email protected] to receive the quote for this request.
Create a condition based on the task category that displays a different description depending on the task type, for example,
{% if task.category.name == "Billing" %} {% else %} {% endif %}
How to ensure invoice dispatching is successful? Why won't my invoice dispatch?
Uptick relies on the accounting partner to generate invoices, thus the following conditions must be true in order for the invoice to send:
There is a billing card set against the client or the property property and is linked to the Accounting Partner.
That billing card is connected to the accounting partner.
At least one contact email address is provided on the client to send the invoice to, either Primary Contact or Billing requirements contact
When it passes those checks, Uptick will pass the invoice information to the accounting partner which then performs the invoicing.
How to reconnect a detached invoice in your accounting partner
When an invoice is detached from your accounting partner by mistake, it loses its connection (Partner UID), thus no longer being updated when changes are made in the Accounting Partner.
The best workflow is to delete/void invoice in both Uptick and Accounting partner, then create and push a new invoice.
However, if the connection fails (e.g., "Invalid Grant" error), do not detach the invoice from the Accounting Partner! This means the authentication token between Uptick and your accounting partner has expired. Follow these steps to resolve:
Go to Control Panel > Accounting.
Click the dropdown arrow next to your accounting integration and select Disconnect.
Follow the prompts to reconnect your accounting partner. This will refresh the authentication token.
Once reconnected, return to the invoice and click the sync button to force the invoice to be updated. OR wait for overnightly sync of invoices.
How to troubleshoot timeout errors when invoicing?
"No Linked Partner Invoice" Error
This error means the invoice in Uptick isn't connected to an invoice in your accounting software. This can happen if the initial sync failed.
If the invoice should be deleted: If the invoice was created by mistake and doesn't exist in your accounting software, you can click Detach in the Integration section and then delete the draft in Uptick.
If the invoice should be synced: Try running a manual sync. If that fails, you may need to disconnect and reconnect your accounting integration in the Control Panel to resolve any token or authorisation issues.
"Gateway Timeout (Error 504)"
This error means the connection to your accounting partner timed out during dispatch. However, the invoice may have still been created in your accounting software.
To avoid creating a duplicate invoice:
Check your accounting software first to see if the invoice exists.
If it does, void or delete the duplicate in your accounting software.
Once confirmed that no invoice exists, you can safely retry the dispatch from Uptick.
These sections directly address the knowledge gaps about managing, editing, deleting, voiding, and syncing invoices that users have been asking about.
Why is my invoice status not updating after being paid?
Invoice statuses typically update during an automatic overnight sync between Uptick and your accounting software. If you need to see the updated status immediately, you can perform a manual sync.
How to manually sync an invoice:
Open the invoice you want to update in Uptick.
In the Accounting Integration section, click the Sync button.
This will refresh the invoice status to match what is in your accounting system.
If the status still doesn't update, there might have been a payment reversal or another change in your accounting software that hasn't synced yet.
What should I do if I get a Gateway Timeout (Error 504)?
A "Gateway Timeout" or "Error 504" can happen when the connection to your accounting partner times out during an invoice dispatch. Even though an error appears in Uptick, the invoice may have already been created in your accounting system. Retrying the dispatch without checking can lead to duplicate invoices.
How to handle a timeout error:
Do not immediately retry the dispatch.
Log in to your accounting software (MYOB, Sage, etc.) and check if the invoice was created.
If the invoice exists, void or delete it in your accounting software to prevent a duplicate.
Go back to Uptick and retry the dispatch.
Best Practices for Managing Duplicate Invoices with MYOB and Sage
How to Prevent Duplicate Invoices
The best way to prevent duplicates is to be cautious after a dispatch fails or times out.
Check for an error message: If a dispatch fails, look for an error message like
MyobInternalServerErroror a timeout warning. These errors often advise you to "Check status in MYOB/Sage Business before attempting to push again".Verify in your accounting software: Before retrying a failed dispatch, always log in to MYOB or Sage to see if the invoice was created despite the error.
Avoid multiple clicks: Do not click the dispatch button multiple times if the system is slow. This can cause multiple requests to be sent.
How to Resolve Duplicate Invoices
If you find a duplicate invoice, follow these steps:
Identify the duplicates: Compare the invoices in Uptick with those in MYOB or Sage. You will typically find one invoice in Uptick but two in your accounting software.
Void the incorrect invoice: In your accounting software (MYOB or Sage), find the duplicate invoice that is not linked to Uptick and void or delete it. The invoice that is correctly synced with Uptick should be kept.
Contact support if needed: While this issue is often related to the accounting partner's server performance, if you continue to experience problems, you can contact Uptick support for further investigation. It is helpful to provide screenshots of the duplicate invoices and any error messages you received.
Note: In some cases, an invoice created during a timeout may have a status of "Open" in MYOB and cannot be deleted. In these situations, you may need to contact MYOB support directly for assistance in managing the duplicate record.
Video: Introduction to Invoicing in Uptick
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