Buildxact - How to create a negative invoice (Negative Variations)

Buildxact - How to create a negative invoice (Negative Variations)


Important consideration regarding CFF Calculation:

Revenue is calculated using the prior month’s invoicing, with Buildxact treated as the primary source of truth. Where the revenue recorded in Xero is higher, that figure will be adopted instead. Only invoices marked as “Invoiced” within the calculation month are included, capturing both positive and negative amounts. The payment run occurs on the 1st of each month (or the next business day) for invoices dated in the previous month. Credits must be raised and dated within the calculation month, while backdated invoices are excluded. This means if you want to create a negative invoice to reclaim paid CFF, the invoice date must be with the CFF calculation month. 

How to create a negative invoice:

Step 1. Create negative variation attached to the Job and mark it as Accepted




Use clear and descriptive names and comments. Ie. “Negative Variation to credit 50% deposit that was not paid” or “Negative variation to remove counter top work that was not required”). 

Step 2. Create a new invoice with an invoice date within the month




Also use clear and descriptive text.

Step 3. Add the negative variation to the invoice



Hit the Green button to bring in the negative amount to the invoice. 

Step 4. Marked the invoice as “Invoiced” ensuring the invoice date is in the correct month




Note: Buildxact is not able to sync negative invoices to Xero, these invoices should be marked as "Exclude from sync" and a corresponding negative invoice should be entered in Xero to match.