Invoices

• Only invoices moved from Draft → Invoice are posted to Xero.

• Draft invoices never sync.

• When created, Evolv fetches the Xero invoice number and uses it on the Evolv invoice.

• A direct “Open in Xero” link is available.

• Invoices cannot be re-approved; they move forward only once from Draft to Invoice.

• Voiding an invoice in Evolv voids it in Xero.

• VAT options are supported, including No VAT selection when applicable.

• If an invoice already has a payment in Xero and Evolv tries to update it, the update will fail and the Xero error will be displayed.

• If an invoice has been voided in Xero, any update attempt from Evolv will also fail with the Xero error shown in Evolv.

Credit Notes

• Credit Notes created in Evolv are posted to Xero.

• Credit Notes cannot be edited after creation.

• Voiding a Credit Note in Evolv voids it in Xero.

Contacts

• Customers and suppliers referenced in invoices or bills are automatically created or updated in Xero Contacts.

• If a customer/supplier is archived in Xero, Evolv will warn about the archive state during posting.

Parts / Inventory

• Any parts used in invoices or bills in Evolv are pushed into Xero’s Products and Services.

• This allows Xero to track part movement and usage.

Payments

• Payments are not pushed from Evolv to Xero.

• Payments applied directly in Xero remain in Xero only.

• If an invoice with a Xero-side payment is later updated in Evolv, the sync will fail and display the error returned by Xero.

Error Handling

• If a sync fails, a red error bar is displayed in Evolv.

• Failed transactions appear under Accounting Events, where they can be re-synced once the issue is corrected.

1. Click on Create New

2. Click on Create Quick Invoice

3. Search an existing customer or create a new one

4. Select the customer

5. Select a Vehicle

6. Click on Add new service category

7. Click on Add to add a service category

8. Click on Add to quote

9. Click on Add Item

NB: If you want to add more than one item you need to click it again

10. Populate the Quick invoice

11. Selecting No VAT on a line Item

12. Select a VAT type

13. Populate a consumables amount

14. Click on dropdown trigger to select a discount

15. Click on Discount as %

16. Populate the percentage

17. Click on Generate Invoice

This will generate a Draft invoice , you will need to finalize this invoice in order for it to Submit to Xero.

18. Scroll to the bottom and Finalize the Draft invoice by clicking "Create Invoice"

19. Populate the invoice due date followed by proceed

The invoice due date also pulls through top Xero

20. View the Invoice number

This invoice number will be pulled from Xero to match its sequence.

21. Click on Accounting Events

This is where we will view if theres any errors.

22. Check Show all accounting events

23. View the Status

24. Click on Other Actions

25. Click on Create Credit Note

26. Select the Credit note Date

27. Populate the Credit note amount

"Enter the amount you wish to credit. To credit only a specific part, use the bin icon to remove the parts you don’t want credited.

28. Click on Submit

29. Click on Yes, I'm sure

30. Select the Dustbin

When you delete this credit note it will be voided on Xero

31. Click on Yes

32. View All the Accounting Events so Far

33. Click on Other Actions

34. Click on Open

Clicking ‘Open’ will display the invoice in Xero.

35. Click on Void Invoice

Clicking ‘Void’ will Void the invoice in Xero.

36. Click on Ok