Invoicing and submitting property certificates on Fixflo has never been so easy, with the system allowing various methods of providing an invoice to the agencies you work for. One option that the system allows is for you to email your invoices or documents.

This can be very useful for those of you who like to use Quickbooks, Xero and other accounting software where you can create and send your invoices. As a contractor, you will be able to input your unique Fixflo email against the agency you are doing works for, so that when you create an invoice and push send, it automatically goes to the Fixflo issue rather than the agency's accounts email address.

From here you will need your unique contractor email. You can find this by clicking Setup > Invoicing:

When the invoice is emailed to your unique email address, you will need to ensure that you have included the following on the invoice: 

• The IS number [ISXXXXXXX]
• The invoice date
• The invoice number

Please note that if you do not include all of these details then the invoice will not automatically attach to the issue.

Invoices are accepted as .PDF, .Doc and .Docx files. Please note, the email must be sent directly to the relevant email address - this cannot be in CC.

Once an email is successfully received by the system, you will get an email notification informing you of this. The system will also strip the cost breakdown from your invoice, so please ensure VAT is applied correctly if applicable:

Errors:

If the invoice does not match-up with the above parameters, the system will not be able to recognise the issue it should attach to. 

There are a few reasons why this could happen, including:

- The issue has already been closed by the agency

- There is no IS number

- There is no invoice date

- There is no invoice number 

- The invoice is sent to the wrong contractor email address (these are unique for each agency you work for)

- There are two IS numbers on the same invoice

If the above happens, you will receive an email letting you know that the invoice could not be attached:

The document will then sit in your invoice inbox until it is manually attached to the correct issue by yourself:

You can click on Document management and you will land on the 'Pending' tab. Here, click on the result to view a preview of the document. You can then identify which issue it is supposed to be for (type the address or issue number), provide an invoice number and cost details, and manually attach it as required - no downloads needed:

Please note, you are also able to manually upload an invoice document file here and then attach it to the issue manually. This can be done via the 'Add' button within 'Document management'.

As a reminder, these extra final steps won't be required if the document matches first time. In order for this to happen, please include on the document:

- The unique issue number (ISXXXXXXX) 
- The invoice number

- The invoice date