Sample Invoice

The Invoice Template in Entire OnHire displays all relevant details for client billing, ensuring transparency and compliance across service delivery, taxation, and financial reporting.
Each section of the invoice has a specific purpose to provide clarity for both clients and internal finance teams.

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1. Report Header

The top section of the invoice contains all key billing and company details, including:

• Company name, ABN, and head office contact details

• Invoice number and date

• Period ending date

• Customer ID

• Entry user (staff or system account that generated the invoice)

• Payment terms (e.g. 14 days)

• Due date for payment

• Bank account details for EFT payment (BSB, Account Name, and Account Number)

This section provides a complete summary of the invoice origin and payment details.

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2. Service and Location Details

The invoice identifies the client’s site and relevant points of contact. Depending on setup, the following may appear:

• Service Location: The main site where the work or services were performed.

• Admin Location (optional): The internal branch or department responsible for billing.

• Delivery Location (optional): A secondary or alternate delivery site, if different from the main service address.

• Attention Name (optional): The contact person or department handling invoice payments.

These fields ensure invoices are directed to the correct site and contact person for timely processing.

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3. Shift Breakdown Table

This table lists all shifts or work completed during the invoice period. Each row provides itemised details of services performed, allowing the client to see exactly what has been billed.

This section provides transparency into how the total amount has been calculated.

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4. Allowances Section

The Allowances column and summary area list additional payments that apply to the invoice.
These may include:

• Travel or kilometre allowances

• Meal allowances

• On-call or sleepover payments

• Qualification or certificate-based allowances

All allowances are displayed per shift and summarised in the invoice totals for full visibility.

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5. Adjustment and Description Section

Any discounts, credits, or manual adjustments appear in this section.
This may include:

• Loyalty or volume-based discounts

• Invoice corrections

• Credit adjustments for prior billing changes

Supporting descriptions or notes explain the reason for the adjustment, ensuring clear communication to the client.

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6. Invoice Messaging

There are three types of invoice messages that may appear at the bottom of the invoice:

These fields allow for tailored communication depending on the client, event, or billing cycle.

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7. Report Footer

The bottom section of the invoice can include a closing note or footer message.
It may also display:

• The invoice filename or reference for record tracking.

• Optional custom text (e.g. “The greatest compliment you can give us is a referral for our services.”)

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8. Totals Summary

This section displays the full financial summary for the invoice, including all hours, allowances, GST, and adjustments.

Example:

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Summary

The invoice template in Entire OnHire provides a professional, structured layout that ensures:

• Accurate and transparent billing

• Easy client reconciliation

• Consistency across all invoices

• Compliance with tax and accounting standards

This design allows both clients and internal finance teams to clearly understand the services billed, associated allowances, and total payable amounts.

Invoice Templates Available

Entire OnHire provides several invoice templates to suit different client and reporting preferences. Each template displays the same core billing data but in a different layout and level of detail.

If you would like to update your current invoice template, please contact our Support Team, who can assist you with the change.

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Template 1 – Standard Layout

Purpose:
The default invoice format used by most clients. It provides a clear, itemised breakdown of each shift, including individual employee names, roles, and rates.

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Features:

• Displays Service Location and Client Details clearly at the top.

• Includes Staff Name, Classification, Hours Worked, and Rate Per Hour.

• Shows Total Amount, GST, and Adjustment at the bottom.

• Ideal for clients who require detailed timesheet-style billing or need transparency for each staff member.

Best For:
Labour hire, healthcare, and staffing agencies needing complete transparency per shift.

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Template 2 – Summary with Allowances

Purpose:
A summary format for clients who prefer a simpler breakdown of shifts and allowances but still want visibility of pay rate and time data.

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Features:

• Includes Docket Numbers, Personnel, Grade, and Expertise.

• Displays Shift Dates, Times, Hours, Rates, and Subtotals.

• Shows Allowances in their own column, grouped per line item.

• Totals are clearly summarised with Amount, GST, and Adjustments.

Best For:
Clients who require allowance visibility but prefer a compact and summarised invoice layout.

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Template 3 – Enhanced Detail with Site Summary

Purpose:
Provides a comprehensive breakdown including both shift and allowance details, grouped by site or classification for project or site-based clients.

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Features:

• Includes Personnel, Date, Time, Grade, Expertise, and Allowances.

• Displays per-shift Subtotals and Total Ex GST values.

• Allows for grouping by site, department, or cost centre.

• Displays notes such as funding or ledger assignments at the bottom.

Best For:
Multi-site clients, healthcare providers, or labour hire businesses working across different cost centres or departments.

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Comparison Summary

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Summary

Each template provides flexibility based on how you and your clients prefer to review and reconcile invoices.

• Template 1 focuses on full transparency.

• Template 2 simplifies shift details while maintaining accuracy.

• Template 3 adds enhanced reporting for multi-site or project-based clients.

Please contact the support team if you would like to update your template as this can only be done by the back end as this is a global setting that applies to all clients and ABN's