Syncro Invoices

Invoice Status Values

Line Item

Individual billable items on an invoice.

Payment

Payment received against an invoice.

API Patterns

Creating an Invoice

POST /api/v1/invoices
Content-Type: application/json
Authorization: Bearer YOUR_API_KEY

{
  "customer_id": 12345,
  "date": "2024-02-15",
  "due_date": "2024-03-15",
  "notes": "Thank you for your business!",
  "line_items": [
    {
      "name": "Managed Services - February 2024",
      "quantity": 1,
      "price": 500.00,
      "taxable": true
    },
    {
      "name": "On-site support - 2 hours",
      "quantity": 2,
      "price": 125.00,
      "taxable": true
    }
  ]
}

Searching Invoices

Invoices for a customer:

GET /api/v1/invoices?customer_id=12345

Unpaid invoices:

GET /api/v1/invoices?status=sent

Date range:

GET /api/v1/invoices?date_from=2024-01-01&date_to=2024-01-31

Paginated listing:

GET /api/v1/invoices?page=1

Getting Invoice Details

GET /api/v1/invoices/{id}

Response includes:

• Invoice header information
• Line items
• Payment history
• Customer details

Updating an Invoice

PUT /api/v1/invoices/{id}
Content-Type: application/json

{
  "notes": "Updated payment terms",
  "due_date": "2024-03-30"
}

Adding Line Items

POST /api/v1/invoices/{id}/line_items
Content-Type: application/json

{
  "name": "Additional support hours",
  "quantity": 1.5,
  "price": 125.00,
  "taxable": true
}

Sending an Invoice

POST /api/v1/invoices/{id}/email
Content-Type: application/json

{
  "to": "[email protected]",
  "cc": "[email protected]",
  "subject": "Invoice #1042 from MSP Company",
  "message": "Please find attached your invoice for services rendered."
}

Recording a Payment

POST /api/v1/invoices/{id}/payments
Content-Type: application/json

{
  "amount": 750.00,
  "payment_method": "Credit Card",
  "reference": "TXN-12345",
  "date": "2024-02-20",
  "notes": "Paid via online portal"
}

Voiding an Invoice

PUT /api/v1/invoices/{id}
Content-Type: application/json

{
  "status": "void"
}

Common Workflows

Invoice Creation from Ticket

1. Review ticket time entries

   • Verify hours are accurate
   • Check billing rates

2. Create invoice

   • Associate with customer
   • Set appropriate dates

3. Add line items

   • Import from ticket
   • Add any additional charges

4. Review and send

   • Check totals
   • Email to customer

Recurring Invoice Workflow

1. Set up contract

   • Define billing frequency
   • Set amount and services

2. Auto-generate invoices

   • System creates drafts
   • Review before sending

3. Send and track

   • Email to customer
   • Monitor payment status

Payment Collection

1. Monitor aging

   • Review unpaid invoices
   • Identify overdue accounts

2. Send reminders

   • Automated or manual
   • Escalate as needed

3. Record payments

   • Enter when received
   • Update invoice status

4. Reconcile

   • Match to bank deposits
   • Handle partial payments

Month-End Billing

1. Review open tickets

   • Ensure time is entered
   • Close billable tickets

2. Generate invoices

   • Create for all customers
   • Include contract charges

3. Review drafts

   • Check accuracy
   • Verify line items

4. Send batch

   • Email all invoices
   • Log for records

Response Examples

Invoice Object

{
  "invoice": {
    "id": 5678,
    "number": "INV-2024-0042",
    "customer_id": 12345,
    "date": "2024-02-15",
    "due_date": "2024-03-15",
    "status": "sent",
    "subtotal": 750.00,
    "tax": 56.25,
    "total": 806.25,
    "balance": 806.25,
    "notes": "Thank you for your business!",
    "created_at": "2024-02-15T10:00:00Z",
    "line_items": [
      {
        "id": 1001,
        "name": "Managed Services - February 2024",
        "quantity": 1,
        "price": 500.00,
        "taxable": true,
        "total": 500.00
      },
      {
        "id": 1002,
        "name": "On-site support - 2 hours",
        "quantity": 2,
        "price": 125.00,
        "taxable": true,
        "total": 250.00
      }
    ]
  }
}

Payment Object

{
  "payment": {
    "id": 789,
    "invoice_id": 5678,
    "amount": 806.25,
    "payment_method": "Credit Card",
    "reference": "TXN-12345",
    "date": "2024-02-20",
    "notes": "Paid via online portal",
    "created_at": "2024-02-20T14:30:00Z"
  }
}

Error Handling

Common API Errors

Validation Errors

"customer_id is required" - Invoice must have a customer

"date is required" - Invoice must have a date

"Cannot modify paid invoice" - Void instead of editing

"Payment exceeds balance" - Check payment amount

Best Practices

1. Review before sending - Check all line items for accuracy
2. Set due dates - Clear expectations for payment
3. Use descriptive line items - Customers understand charges
4. Track partial payments - Record as received
5. Follow up promptly - Address overdue invoices quickly
6. Maintain documentation - Keep payment references
7. Reconcile regularly - Match to bank records
8. Use templates - Consistent professional appearance

Accounting Integration

Syncro integrates with popular accounting software:

• QuickBooks Online - Sync invoices and payments
• Xero - Two-way synchronization
• QuickBooks Desktop - Export capabilities

Related Skills

• Syncro Customers - Customer billing info
• Syncro Tickets - Time tracking for billing
• Syncro API Patterns - Authentication and pagination