Billing in construction is a chain: a quote is accepted, scope changes are added as change orders, and invoices draw down the revised contract. NamaCor keeps the chain intact and hands each link to Xero.
The quote is the budget
A project has one accepted quote. Accepting it locks its lines and sets the project budget per cost code. Quotes are numbered when created and rendered as a PDF; the client approves in the portal or from the public link in the email.
Change orders
Each project numbers its own change orders, CO-01, CO-02. An accepted change order revises the budget and the revised contract in Finances, and is listed in the portal with its approval card while it is pending.
Three ways to invoice
- Progress or milestone: bill a percentage of the revised contract or a milestone amount.
- Time and materials: approved, unbilled hours are listed by cost code at the charge rate, editable per line. The PDF adds an annex with the billed hours.
- Rebilled costs: costs marked rebillable become a disbursement line and a markup line; their receipts are merged behind the invoice PDF and attached in Xero.
Numbers and locks
- Drafts do not consume a number. An issued invoice gets the next number (F-2026-0001), restarting each January, never reused.
- An issued invoice is locked. It can be voided only if no payment exists in Xero; then hours and costs it carried are released for a new invoice.
- Once Xero records a payment, even partial, the invoice can no longer be edited or voided in NamaCor. Credit notes are handled in Xero.
What the client sees
Invoices with their PDF and a paid, partly paid or to-pay status read from Xero, the quote, the change orders and the contract value, invoiced and paid to date. Every emailed document also opens from a public link without an account.