---
title: Clean4you Invoice Process
description: A step-by-step guide for processing client invoices through Booking Koala and Xero, covering all customer types including standard, cash, credit card, real estate, NDIS, and confirmed one-time cleans.
---
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# Clean4you Invoice Process
## This SOP outlines the process for reviewing completed bookings, verifying time logs, creating invoices in Xero, and charging customers through Booking Koala.
Purpose
- - This SOP outlines the process for reviewing completed bookings, verifying time logs, creating invoices in Xero, and charging customers through Booking Koala.
Following this process ensures invoices are accurate, customers are billed correctly, and payments are recorded consistently.
### 
---
STEP 1: REVIEW PENDING CHARGES IN BOOKING KOALA
### Access Pending Charges
- Log in to Booking Koala.
- Navigate to:
**Bookings → Booking Charges**
- Select the **Pending** tab.
- Ensure filters are set to:
- All Frequencies
- All Locations
- Select the service date range.
- Click **Apply**.
### Purpose
The Pending Charges tab displays completed jobs that are ready for invoicing and charging.
---
STEP 2: VERIFY JOB COMPLETION USING TIME LOGS
### Access Time Logs
- Navigate to:
**Bookings → Booking Time Log**
- Select the same date range used in the Pending Charges tab.
- Click **Apply**.
### Verification Process
Compare the Pending Charges list against the Booking Time Log to verify:
- The job was completed.
- The cleaner clocked in.
- The cleaner clocked out.
- Service duration appears accurate.
### Important
Do not invoice or charge a customer until the job has been verified through the Time Log.
---
STEP 3: CONFIRM THE JOB
### Confirm Completed Jobs
- Return to:
**Bookings → Booking Charges → Pending**
- Locate the completed booking.
- Click the **Red (+) Button**.
- Review the time and amount.
- Click **Save**.
### Result
The booking is now confirmed and ready for invoicing.
### Best Practice
Review any booking notes before proceeding to invoicing.
---
STEP 4: CREATE THE INVOICE IN XERO
### Access Xero
- Log in to Xero.
- Search for the customer.
### Existing Customer
- Open the customer's previous invoice.
- Select:
**Invoice Options → Copy To**
- Click **Copy**.
### Update the Invoice
Verify and update:
- Invoice Date
- Due Date
- Service Date
- Description
- Item Category
- Quantity
- Amount
### Invoice Reference
Always use the service address as the invoice reference.
### Quantity Rules
For hourly services:
- Quantity = Hours Worked
Examples:
- 2-hour clean = Qty 2
- 3-hour clean = Qty 3
For fixed-price services:
- End of Lease
- Builders Clean
- Spring Clean
Quantity should normally remain 1.
---
STEP 5: APPROVE AND SEND THE INVOICE
### Review
Before approving:
- Verify customer details.
- Verify service date.
- Verify pricing.
- Verify invoice description.
- Verify service address.
### Approve
Choose one of the following:
- Save as Draft
- Approve Invoice
### Send
- Click **Email**.
- Review recipient details.
- Click **Send**.
---
STEP 6: CHARGE THE CUSTOMER IN BOOKING KOALA
### Process Payment
- Return to:
**Bookings → Booking Charges**
- Locate the invoiced booking.
- Click the **Money Symbol**.
- Review the amount.
- Click **Charge Now**.
### Notes
#### Credit Card Customers
- Invoice in Xero.
- Approve the invoice.
- No manual email is required if company policy indicates card payments are processed automatically.
#### Void Payment
If a completed job should not be charged:
- Click the Strike-Through Dollar Symbol.
- Confirm the action.
The booking will be marked with a $0 charge.
#### Cash or Check Payments
If a customer paid by cash or check:
- Select the Cash/Check option.
- Do not process a card charge.
---
BEST PRACTICES
### Always
- Verify Time Logs before invoicing.
- Confirm bookings before creating invoices.
- Use the service address as the invoice reference.
- Review booking notes before invoicing.
- Verify customer payment method.
- Double-check invoice amounts before approval.
- Ensure service dates are accurate.
### Never
- Charge a customer without verifying the booking.
- Invoice a job that has not been confirmed.
- Ignore booking notes.
- Process duplicate charges.
---
COMMON ISSUES
### Missing Time Logs
Do not invoice until the cleaner's clock-in and clock-out records have been reviewed.
### Incorrect Amount
Review Booking Koala details and service notes before approving the invoice.
### New Customers
Verify all customer details before creating the first invoice.
### Incorrect Frequency
Confirm whether the service is:
- Weekly
- Fortnightly
- Monthly
- One-Time
before invoicing.
---
KEY PRINCIPLE
**Verify → Confirm → Invoice → Charge**
Every completed booking must be verified through Booking Koala, invoiced correctly in Xero, and charged accurately to ensure consistent billing and a smooth customer experience.
- [Staff/Admin](https://help.clean4you.com.au/knowledge/staff-admin?hsLang=en#main-content)
- [Bookkeeper/Payroll Team](https://help.clean4you.com.au/knowledge/staff-admin?hsLang=en#bookkeeper-payroll-team)
- [Public View](https://help.clean4you.com.au/knowledge/public-view?hsLang=en#main-content)
- [For Customer](https://help.clean4you.com.au/knowledge/public-view?hsLang=en#for-customer)
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