Financials

Open Financials from the menu (or the Financials tile on the company dashboard). Invoices is the first tool there. Managers also set the Rates & costs price list there.

Financials works in the browser on your phone, tablet or computer: sign in at wirewrite.co.nz and open Financials.

Add these once in Settings, in the Financial card under Profile Information. They go on every invoice.

• Tick GST registered and enter your GST number. Registered businesses issue a “Tax invoice” with GST at 15%.
• Sole traders: your GST number is your personal IRD number.
• The bank account clients pay into, and the account name. WireWrite checks the number is a valid NZ account.

In a company, only the Manager can change these. Admins can see them but not change them. Guided setup (Settings › Guided setup) also has a Financials step that covers the same details.

The rest lives in the Invoicing card in Settings (sole traders) or Company Settings (companies):

• Your default payment terms (20 days unless you change it) and any standard notes.
• The Xero account code and tax types, if they differ from the defaults.
• Sole traders: the business address and NZBN printed on your invoices.

Companies: the Manager sets each Employee’s invoicing in Team Management.

• Go to Financials › Invoices › New invoice, or use “Create invoice” on an issued certificate to fill in the client, site and reference for you.
• Pick a saved customer or type the client details. Over $1,000, a tax invoice also needs one of the client’s address, phone, email, NZBN or website.
• Each line has a quantity, a unit (hr unless you pick another, or Other… for your own) and a price excluding GST.
• Bill to and Invoice details can be collapsed by tapping their heading once filled in.
• Numbers look like 202610-0001: the year and month of the invoice date, then a counter that starts again each month. You can type your own number as long as it hasn’t been used.
• Choose Review & issue. Check the invoice in the review, then choose Issue & share. The invoice is locked once issued, and the share dialog opens straight away.
• Employees set to Drafts for approval save the invoice as a draft instead. It appears under “Awaiting approval” on the Invoices page, where a Manager or Admin reviews it, edits it if needed and issues it. The invoice keeps the Employee as its author.

Paid: when the money arrives, choose Mark as paid (on the invoice, or the tick on the Invoices list) and enter the date it was paid. Filter the list by Paid or Unpaid. If it was marked by mistake, open the invoice and choose Mark unpaid. A paid invoice has to be marked unpaid before it can be voided.

• The Manager sets material costs, labour charge rates and vehicle operating costs under Financials › Rates & costs. Prices exclude GST.
• When creating an invoice, choose “Add from rates” to add one as a line. The line can still be edited.
• Changing or deleting a rate never changes invoices already issued.

• A share link lets your client view the invoice and your bank details without an account. Links last 90 days.
• Copy the link, use your phone’s share sheet, or open an email draft.
• The link is shown only once. To resend, make a new link from the invoice page. You can revoke any link there too.
• You can also download the invoice as a PDF.

A payment claim under the Construction Contracts Act 2002 protects your right to be paid: if the payer doesn’t reply with a payment schedule in time (the contract’s time, or 20 working days), they owe the full claimed amount.

• Open Financials › Payment claim, or use Payment claim on an issued invoice. The claim is priced exactly as the invoice.
• Name the construction contract (for example the quote or the customer’s PO), and check the period, claim number and due date.
• Add retention if the contract holds some back. GST is reduced in the same proportion.
• Every payment claim must be served with Form 1 from the Construction Contracts Regulations 2003. WireWrite links to it but doesn’t reproduce it.
• Download the PDF and serve it on the payer. Keep a record of when you served it.
• Payment claims aren’t saved in WireWrite. You can make one again from the invoice at any time.

• On the Invoices page, tick the invoices to export and choose Export to Xero. “Not yet exported” is on by default so nothing goes in twice.
• In Xero, go to Business › Invoices › Import and choose Tax exclusive.
• Don’t open and re-save the file in Excel first; it can change dates and amounts.
• After the download, mark the invoices as exported. Marking an invoice as paid in WireWrite doesn’t record the payment in Xero: record it there too.
• If you void an invoice that has already been exported, void it in Xero too.

The export is a CSV file in Xero’s sales invoice import format, not a live connection: nothing syncs between WireWrite and Xero on its own. Xero is a trademark of Xero Limited. WireWrite and Phase Logic Ltd are not affiliated with, or endorsed by, Xero.

• Managers and Admins can always issue invoices. They see every invoice in the company, approve drafts, void any invoice and export to Xero.
• The Manager sets each Employee to Off (the default), Drafts for approval or Can issue in Team Management. Employees see only their own invoices and drafts.
• Drafts for approval: the Employee submits the invoice and it waits under “Awaiting approval” until a Manager or Admin issues it. Can issue: the Employee issues and can void their own invoices.
• Changing an Employee’s setting doesn’t lose their drafts. Moved to Can issue, they can issue their own drafts; set to Off, their drafts stay for a Manager or Admin to issue or delete.
• Viewers can’t see invoices.
• If you invoiced as a sole trader before joining a company, those invoices are kept under “My sole-trader invoices”. You can view them and download the PDF, but they can’t be shared again, voided or exported from the company account.

If the plan lapses you can still view and export existing invoices, but not create, share or void them until it is renewed.

• Invoicing for electricians — an overview of Financials and what it costs.
• Team Management — inviting team members, roles and permissions.
• Company Settings — company details and branding.
• Creating Certificates — issue a certificate, then invoice straight from it.
• Pricing & billing — per-seat pricing and managing your subscription.