Review margin and invoice readiness
Track income, costs, profit, PO readiness and Xero invoice status.
For: Commercial and finance
Open CommercialWorkflow
How to do it
Filter the commercial list
Focus on the stage, date or source that needs review. Use Venue Crew to see only approved Venue Crew reports sent to Xero.
Check the margin
Investigate unexpected costs, missing income and low-margin warnings.
Confirm billing readiness
Make sure approvals and client PO information are complete.
Raise one or more draft invoices
Choose Raise invoice and select Deposit, Final, Recharge or Other. Existing invoices do not lock the job; the window shows the amount already invoiced and the remaining balance. An exact client name is linked to its Xero contact automatically. Choose an active revenue account, then check the amount, due date, reference and UK-dated line description. The job’s Supplier POs folder is always shown; use Browse all job documents for any other linked SharePoint file. Preview Current RMS and SharePoint files in the larger pane before selecting up to ten combined attachments. Only a Final invoice advances the job’s main billing stage.
Follow Xero status
Run Sync Xero to return draft, sent and paid states for both jobs and Venue Crew invoices.
Work from the Finance Job Bucket
Finance-authorised users can open a job’s Invoicing & credit control bucket to raise further invoices, step the workflow back, attach Current RMS documents or any saved file from the linked SharePoint job folder, archive Xero PDFs, maintain chase notes and send branded credit-control reminders with selected invoice PDFs.
Useful to know
- • Treat missing costs as a blocker even when the current margin looks healthy.
- • Venue Crew income, calculated crew costs, profit and margin join the same filtered totals as standard commercial jobs.
- • Commercial remembers the last finance tab selected in this browser and restores it on the next visit.
Troubleshooting
Xero status is stale.
Test the Xero connection and run an invoice sync from the integration settings.
A selected Current RMS document was not attached.
The Xero draft is retained and the result reports an attachment warning. Open the job Documents bucket to confirm Current still lists the generated PDF, then import or attach it manually.
The prefilled Xero customer is not linked.
Wait for the contact lookup to finish. An exact name now links automatically; if Xero contains a differently spelled name, select the intended contact from the results.
A Xero draft appears as sent.
Sync again. The mapped Xero stage now persists when the job is saved, and only Xero’s SentToContact confirmation marks an authorised invoice as sent.
A voided invoice remains attached to the job.
Open the job, choose Invoicing & credit control, then use Remove local record beside the cancelled invoice. Xero is not changed and the ignored invoice ID will not be re-added by sync.
Xero sync fetches invoices but matches none.
Confirm the sales invoice contains either the ProductionOps360 job reference or the Current RMS reference in its invoice number, reference, item code or line description.
Current RMS shows a sync time but says Not synced.
Reload Commercial. A saved sync status or timestamp now counts as synced even when Current RMS does not provide a separate opportunity state label.
All jobs or Draft quote fails to display.
Reload Commercial. Jobs that have not yet received a Current RMS status are now shown as Not synced without interrupting the list.
A Venue Crew invoice is missing.
Confirm the report reached Sent to invoice, then reload Commercial. Commercial reads the shared server report library rather than one browser’s local storage.
A newly sent Venue Crew invoice is not in All jobs.
Reload Commercial once. The invoicing action now waits for the shared server save, and Commercial can repair a newer invoiced browser copy into the server library if an earlier background save was interrupted.