Set up Billing
Choose the Xero organisation, default revenue account, and timing for Job-based invoice drafts.
Before you begin
The firm’s Billing add-on must be enabled. You need Billing management access to change this setup. Connect Xero in Settings → Integrations first.
Xero is currently the only connection used to issue invoices. Ziffa prepares drafts for you to review, then Issue via Xero creates the invoice in Xero.
Billing setup
- Open Settings → Billing.
- Select Edit, or Configure if setup is incomplete.
- Check the fields below.
- Select Save changes. Cancel leaves the saved setup unchanged.
Provider
Provider is Xero. Connected means a connection is available. If it shows Not connected, open Integrations to connect it.
Firm’s Xero organisation
Choose the organisation that issues your firm’s invoices. This is your firm’s issuing organisation, rather than a client’s Xero organisation. An organisation already linked to a client Entity cannot also be selected here.
Changing the selection reloads its available revenue accounts. Check the account again before saving. The saved summary labels this choice Issues from.
Default Xero revenue account
Choose the revenue account used for invoice lines without a Service account override. The saved summary labels it Revenue account.
To override this for a Service, open Settings → Services, select Edit beside the Service, and open Service Fees → Xero revenue account. On a new Service, use Add Service and continue to the same step.
Firm default uses the account saved here. Selecting a specific account on the Service uses that account for all its invoice lines. For example, bookkeeping and audit can use different revenue accounts on the same invoice. Read Xero revenue account for the effect on drafts and issuing.
Default deadline lead time (days)
Enter how many days before a mapped Job’s due date its invoice draft becomes eligible. The initial default is 30 days. A Job Template’s Invoice-draft lead time overrides this number when filled in.
For example, a Job due on 30 November with a 30-day lead time can enter a draft from 31 October. The lead time does not move the Job’s due date, change frequency billing, or issue the invoice. The saved summary labels it Draft timing.
Check the setup
Ready means an issuing organisation and revenue account have been saved. Needs setup means one or both are missing. These labels do not prove that an invoice will issue successfully.
Follow Create and issue bills to generate a draft. Check its lines, VAT, account codes, and total before issuing.
Configure each Service
Billing settings provide firm defaults. Open the Service’s Service Fees step for these choices:
| Setting | Explanation |
|---|---|
| Billing trigger | Bill by Service frequency, by a Job, or use no automatic trigger. |
| Billing starts | Choose the first billable month for frequency billing. |
| Xero revenue account | Use the firm default or override it for this Service. |
| Default Fee | Set the amount and currency offered to a new client. |
| Tax Rate | Set the default VAT rate. |
| Default line items | Split the fee into descriptions, quantities, prices, VAT, and Job mappings. |
| Registered company | Choose the legal identity used on proposals. |
When you add a client and select the Service, its fee and line items appear in Services & Proposal. You can change them for that client before saving. Editing catalogue defaults later does not rewrite the fees already agreed with clients.
Fee adjustments
Select Open under Fee adjustments to review or prepare changes to existing client fees. The Adjust client fees tutorial covers the preview, notices, start month, skipped fees, and cancellation.