From the Invoices List, you can download an Excel report on invoices. Since there are two types of invoices — standard and line-item invoices — that your providers may submit to you, you can export a report on standard and line-item invoices separately.
These reports provide you with pertinent invoice information, including invoice numbers, costs, related work order details, and more. You can customize your reports by adding the desired location note headers that will serve as column headers in your file. Besides, you can filter invoices by the required criteria before downloading the file. Thus, the exported file will include information only on those invoices you are most interested in.
Information Found in the Invoice Reports
Check what information is available in the standard and line-item invoice report by switching between the tabs here below. Based on your company account settings, you may have additional columns in your invoice report that are not described here, for example, additional approval codes.
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COLUMN IN A LINE-ITEM REPORT
DESCRIPTION
Location ID
Identification number of the location for which the invoiced work order was created
Location Name
Name of the location for which the invoiced work order was created
Address
Main address of the work order location
Region
Region of the location for which the invoiced work order was created
District
District of the location for which the invoiced work order was created
Provider
Company name of the provider who performed the requested work and submitted an invoice
Vendor ID
Identification number given to the provider by their subscriber
Trade
Trade of the invoiced work order
W.O #
Number of the invoiced work order
Tr. #
Tracking number of the invoiced work order
PO #
Purchase order number of the invoiced work order
Category
Category the invoiced work order belongs to
Priority
Priority of the invoiced work order
ProblemCode
Problem code of the invoiced work order
ProblemDescription
Issue description provided upon creating a work order
InvoiceNumber
Number of the invoice
Completed Date
Date when the related work order was moved to a “Completed” status
Inv.Date
Invoice date selected upon creating the invoice
Posted Date
Date when the invoice was actually submitted — can be different from the invoice date
Posted By
User ID of a person who created the invoice
Inv.Text
Problem resolution entered by the provider upon creating the invoice
Inv.Status
Invoice status at the moment of exporting the invoice report
Approved By
Username of a person who approved the invoice
Approved By UserID
User ID of a person who approved the invoice
Approve Date
Date and time when the invoice was approved
Batch ID
Identification number of the payment batch the invoice is added to
ApprCodeMajor
Invoice approval code, also known as GL code
ApprCodeMinor
When ApprCodeMajor is empty, this column will contain an automatically generated invoice approval code
Currency
Currency of invoice total amount
Inv.Total
Total amount to be paid to the provider for the performed service
Last Payment Date
Date when the invoice was paid
Last Payment Number
Payment number that is generated after the invoice is paid
Payment Amount
Invoice amount that was paid
Comments
Comment the subscriber left upon taking action on the invoice. The comment is required upon rejecting an invoice but can be skipped upon approving or putting the invoice on hold.
Marked for Audit
Shows whether or not the invoice was marked for an audit via dashboard
Record Type
This field identifies if a spreadsheet row is for line items or for a summary. Learn more about the row types.
Skill Level
Skill level of the employee who performed the service, for example, Supervisor, Technician, or Helper
Labor Type
Labor type of the employee who performed the service, for example, Regular, Overtime, or Double Time
# of Techs
Number of employees of the specified skill level and labor type who worked on the service request
Hourly Rate
Cost per one hour for the specified skill level and labor type
Total Hours
Number of hours spent on-site for the entered skill level, labor type, and hourly rate
Labor Amount
Total amount of labor charges
Travel Amount
Total amount of travel charges
Material Description
Textual description of the material used
Part #
Part (serial or manufacturer) number for a material line item
Units
Unit of measure, for example, each, box, feet
Price per Unit
Unit price
Qty
Quantity of the material used
Material
Total amount of material charges
Freight
Total amount of freight charges
Other Charges - Description
Description of a charge that belongs to the “Other” type of costs. For example, Discount, Management Fee, etc.
Other Charges - Comments
Comments on a charge that belongs to the “Other” type of costs
Other Charges - Amount
Amount of a charge that belongs to the “Other” type of costs
Sales Tax
Sales tax amount
Sales Tax 2
Invoice second tax amount (typically PST, QST, or HST for Canada). Multiple taxes are required for some Canadian locations.
W.O. Transf. Date
Transfer date of the work order for which the invoice was created
Inv. Transf. Date
.
COLUMN IN AN INVOICE REPORT | DESCRIPTION |
|---|---|
Location ID | Identification number of the location for which the invoiced work order was created |
Location Name | Name of the location for which the invoiced work order was created |
Address | Main address of the work order location |
Provider | Company name of the provider who performed the requested work and submitted the invoice |
Trade | Trade of the invoiced work order |
W.O # | Number of the invoiced work order |
Tr. # | Tracking number of the invoiced work order |
Category | Category the invoiced work order belongs to |
Priority | Priority of the invoiced work order |
ProblemCode | Problem code of the invoiced work order |
ProblemDescription | Issue description provided upon creating a work order |
TagID | Tag ID of the asset associated with the work order the invoice was created for |
InvoiceNumber | Number of the invoice |
Inv.Date | Invoice date selected upon creating the invoice |
Posted Date | Date when the invoice was actually submitted — can be different from the invoice date |
Posted By | User ID of a person who created the invoice |
Inv.Text | Problem resolution entered by the provider upon creating the invoice |
Inv.Status | Invoice status at the moment of exporting the invoice report |
Approved By | Username of a person who approved the invoice |
Approved By UserID | User ID of a person who approved the invoice |
Approve Date | Date and time when the invoice was approved |
Batch ID | Identification number of the payment batch the invoice is added to |
ApprCodeMajor | Invoice approval code, also known as GL code |
ApprCodeMinor | When ApprCodeMajor is empty, this column will contain an automatically generated invoice approval code |
Currency | Currency of the invoice total amount |
Inv.Total | Total amount to be paid to the provider for the performed service |
Vendor ID | Identification number given to the provider by their subscriber |
Last Payment Date | Date when the invoice was paid |
Last Payment Number | Payment number that is generated after the invoice is paid |
Payment Amount | Invoice amount that was paid |
Comments | Comment the subscriber left upon taking action on the invoice. The comment is required upon rejecting an invoice but can be skipped upon approving or putting the invoice on hold. |
Marked for Audit | Shows whether or not the invoice was marked for an audit via dashboard |
Completed Date | Date when the related work order was moved to a “Completed” status |
Region | Region of the location for which the invoiced work order was created |
District | District of the location for which the invoiced work order was created |
Travel Amount | Amount of travel charges |
Labor | Amount of labor charges |
Material | Amount of material charges |
Freight | Amount of freight charges |
Other | Amount of other charges |
Sales Tax | Sales tax amount |
Sales Tax 2 | Invoice second tax amount (typically PST, QST, or HST for Canada). Multiple taxes are required for some Canadian locations. |
W.O. Transf. Date | Transfer date of the work order for which the invoice was created |
Inv. Transf. Date | Date when the approved invoice was transferred to the client’s accounting department for payment. Learn more about transferred invoices. |
PO # | Purchase order number of the invoiced work order |
COLUMN IN A LINE-ITEM REPORT | DESCRIPTION |
|---|---|
Location ID | Identification number of the location for which the invoiced work order was created |
Location Name | Name of the location for which the invoiced work order was created |
Address | Main address of the work order location |
Region | Region of the location for which the invoiced work order was created |
District | District of the location for which the invoiced work order was created |
Provider | Company name of the provider who performed the requested work and submitted an invoice |
Vendor ID | Identification number given to the provider by their subscriber |
Trade | Trade of the invoiced work order |
W.O # | Number of the invoiced work order |
Tr. # | Tracking number of the invoiced work order |
PO # | Purchase order number of the invoiced work order |
Category | Category the invoiced work order belongs to |
Priority | Priority of the invoiced work order |
ProblemCode | Problem code of the invoiced work order |
ProblemDescription | Issue description provided upon creating a work order |
InvoiceNumber | Number of the invoice |
Completed Date | Date when the related work order was moved to a “Completed” status |
Inv.Date | Invoice date selected upon creating the invoice |
Posted Date | Date when the invoice was actually submitted — can be different from the invoice date |
Posted By | User ID of a person who created the invoice |
Inv.Text | Problem resolution entered by the provider upon creating the invoice |
Inv.Status | Invoice status at the moment of exporting the invoice report |
Approved By | Username of a person who approved the invoice |
Approved By UserID | User ID of a person who approved the invoice |
Approve Date | Date and time when the invoice was approved |
Batch ID | Identification number of the payment batch the invoice is added to |
ApprCodeMajor | Invoice approval code, also known as GL code |
ApprCodeMinor | When ApprCodeMajor is empty, this column will contain an automatically generated invoice approval code |
Currency | Currency of invoice total amount |
Inv.Total | Total amount to be paid to the provider for the performed service |
Last Payment Date | Date when the invoice was paid |
Last Payment Number | Payment number that is generated after the invoice is paid |
Payment Amount | Invoice amount that was paid |
Comments | Comment the subscriber left upon taking action on the invoice. The comment is required upon rejecting an invoice but can be skipped upon approving or putting the invoice on hold. |
Marked for Audit | Shows whether or not the invoice was marked for an audit via dashboard |
Record Type | This field identifies if a spreadsheet row is for line items or for a summary. Learn more about the row types. |
Skill Level | Skill level of the employee who performed the service, for example, Supervisor, Technician, or Helper |
Labor Type | Labor type of the employee who performed the service, for example, Regular, Overtime, or Double Time |
# of Techs | Number of employees of the specified skill level and labor type who worked on the service request |
Hourly Rate | Cost per one hour for the specified skill level and labor type |
Total Hours | Number of hours spent on-site for the entered skill level, labor type, and hourly rate |
Labor Amount | Total amount of labor charges |
Travel Amount | Total amount of travel charges |
Material Description | Textual description of the material used |
Part # | Part (serial or manufacturer) number for a material line item |
Units | Unit of measure, for example, each, box, feet |
Price per Unit | Unit price |
Qty | Quantity of the material used |
Material | Total amount of material charges |
Freight | Total amount of freight charges |
Other Charges - Description | Description of a charge that belongs to the “Other” type of costs. For example, Discount, Management Fee, etc. |
Other Charges - Comments | Comments on a charge that belongs to the “Other” type of costs |
Other Charges - Amount | Amount of a charge that belongs to the “Other” type of costs |
Sales Tax | Sales tax amount |
Sales Tax 2 | Invoice second tax amount (typically PST, QST, or HST for Canada). Multiple taxes are required for some Canadian locations. |
W.O. Transf. Date | Transfer date of the work order for which the invoice was created |
Inv. Transf. Date | Date when the approved invoice was transferred to the client’s accounting department for payment. Learn more about transferred invoices. |
When necessary, you can download the required invoice report to your device.
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