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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.

ChatGPT Image May 31, 2026, 08_30_10 PM

      STEP 1: REVIEW PENDING CHARGES IN BOOKING KOALA

Access Pending Charges

      1. Log in to Booking Koala.
      2. Navigate to:
        Bookings → Booking Charges
      3. Select the Pending tab.
      4. Ensure filters are set to:
        • All Frequencies
        • All Locations
      5. Select the service date range.
      6. 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

      1. Navigate to:
        Bookings → Booking Time Log
      2. Select the same date range used in the Pending Charges tab.
      3. 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

      1. Return to:
        Bookings → Booking Charges → Pending
      2. Locate the completed booking.
      3. Click the Red (+) Button.
      4. Review the time and amount.
      5. 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

      1. Log in to Xero.
      2. Search for the customer.

Existing Customer

      1. Open the customer's previous invoice.
      2. Select:
        Invoice Options → Copy To
      3. 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

      1. Click Email.
      2. Review recipient details.
      3. Click Send.
      STEP 6: CHARGE THE CUSTOMER IN BOOKING KOALA

Process Payment

      1. Return to:
        Bookings → Booking Charges
      2. Locate the invoiced booking.
      3. Click the Money Symbol.
      4. Review the amount.
      5. 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:

      1. Click the Strike-Through Dollar Symbol.
      2. Confirm the action.

The booking will be marked with a $0 charge.

Cash or Check Payments

If a customer paid by cash or check:

      1. Select the Cash/Check option.
      2. 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.