Fergus
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How to in Fergus
- Open the Job Card: Locate the job you quoted and open its Job Card; ensure the job has been marked as Ready to Invoice so it appears in the Invoicing column.
- Click Invoicing under Tools: Inside the Job Card, click Invoicing located on the left-hand side under Tools to open invoicing options.
- Select create invoice from quote or estimate: From the invoicing options, click create invoice from quote or estimate to begin converting the existing quote or estimate into an invoice.
- Select percentage or invoice the remainder: Choose the percentage option to create a deposit or progress payment, or choose invoice the remainder for a final invoice, depending on your workflow.
- Select quote sections and click Add to invoice: Use the quote sections option to tick select all or pick individual sections; when ready, click add to invoice in the bottom right to open the invoice draft.
- Type into add a line item and hit Enter: In the draft invoice, add new line items by typing into the add a line item bar and pressing Enter; if you uploaded a price book you can search pre-filled items.
- Edit line item costs and quantities: Adjust each line item’s cost, sell price, and quantity; also set the sales type by clicking the labour or materials icon next to the line item for correct reporting and accounting sync.
- Check job fully invoiced box when finalising: If this invoice completes the job, tick the box indicating the job is fully invoiced; leave it unticked for progress payments so the job remains open.
- Click Approve and Email to send: When the draft looks correct, click Approve (or Approve and Email) to send the invoice to your customer — note that once approved, invoices cannot be edited.
- Collect payment or sync to accounting (optional): If Fergus Pay is set up, customers can pay by card from the invoice; if an accounting integration is connected, Fergus will automatically sync the invoice to your accounting package and update status when paid.
FAQ for Fergus
Can I invoice part of a quote for progress payments?
Yes — choose the percentage option to invoice a deposit or progress payment, or break the quote into sections and invoice each section separately.
Will the invoice sync to my accounting software?
If your accounting package is connected to Fergus, the invoice will sync automatically and payment reconciliation in your accounting software will update the invoice status in Fergus.
What if I need to change an invoice after sending it?
Once you click Approve the invoice cannot be edited, so double-check the draft before approving; the Help Center explicitly warns that invoices can’t be edited after approval.
Can I collect card payments directly from the invoice?
Yes, customers can pay by credit card from the invoice if Fergus Pay is set up; if Fergus Pay isn’t enabled, the card payment option will not appear.
Common mistakes when using Fergus
Trying to invoice a job that wasn’t marked Ready to Invoice and not finding it in the Invoicing column.
Mark the job as Ready to Invoice (per the Back Costing/Ready to Invoice step) so it appears in the Invoicing column before opening the Job Card to invoice.
Approving a final invoice without ticking the job is fully invoiced box, leaving job status incorrect.
If this is the final invoice, check the job is fully invoiced box in the invoice draft before clicking Approve or Approve and Email to correctly update the job status.
Not setting the sales type for line items (labour vs materials), causing incorrect reporting or accounting sync.
For each line item click the appropriate labour or materials icon to mark the sales type so reporting and accounting integrations receive the correct classification.
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