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ServiceChannel's invoice templates are designed for easy use and entry of either one or multiple Invoices.

There are 2 types of invoice templates:

• Standard Invoice Template: strongly recommended when your clients do not require itemized, or line item, invoices.

• Line Item Invoice Templates: only use when your client requires line item invoices.

Complete the template in MS Excel and either upload the file from the Invoices List or email it to invoices@servicechannel.net.

The Standard Invoice Template is a simple template that allows you to list one invoice per row in the MS Excel sheet.

There are two versions: I.12 is for locations in the U.S. and Canada and I.11 is for locations in international regions.

• Download I.12 Template for U.S. and Canada

• Download I.11 Template for outside of US or Canada

You can complete the required information in MS Excel and submit one or multiple invoices at the same time in one step.

Completing the Line Item Invoice Template

When your client asks you to complete a line item invoice, you should break down invoice costs into line items for each work order.

Your client configures what type of charges you should itemize — labor, material, or other. They also decide which work orders require line item invoices depending on the work order trade and category. See Creating a Line Item Invoice for more details.

In Provider Automation, two versions of the Line Item Invoice Template are available: I.14 and I.15. The template version you should use depends on the work order location country.

• Download I.14 Template for U.S. and Canada
• Download I.15 Template for outside of US and Canada, also referred to as the International Line Item Invoice Template

The information you provide in the Line Item Invoice Template can be grouped into several sections:

Find the detailed information on each section below.

Template and User Identification

The information in the following columns is required and should always be the same. Once you enter the data, it can be copied and pasted into other rows.

• Template Version #. The invoice template version, for example, I.14 or I.15. “I” is a letter, not a number.
• User ID. The user ID that you use to sign in to ServiceChannel.
• PIN. The PIN number assigned to you by ServiceChannel.

Invoice Identification

Each invoice carries along the same information for the following. These are required fields:

• Invoice #. The unique invoice number. You should use each invoice number once.
• Invoice Date. The invoice date in the MM/DD/YYYY format, for example, 03/25/2015.
• Tracking Number. The work order tracking number assigned by ServiceChannel. There can only be one invoice per work order.

Since the Line Item Invoice Template allows you to add line items for labor, material, and other charges, you need to identify which record type applies to which line item.

O for Other Line Items

S for Summary

Labor Charges

Labor Charges information can be entered either as a lump sum or can be broken into one or multiple Labor Line Items. The amount for a Labor lump sum entry should be placed in the Summary Record Type (S), while for Line Item entries must be placed in Labor Line Item Record Type (L). When using Line Items, every of the following fields is required.

• Skill Level. Enter Supervisor, Technician, or Helper.
• Labor Type. Enter Regular, Overtime, or Double Time.
• # of Techs. The number of technicians with the same skill level, labor type, hourly rate, and total hours.
• Hourly Rate. The cost per one hour for the specified skill level and labor type.
• Total Hours. The number of hours spent on-site for entered skill level, labor type, and hourly rate.
• Labor Amount. The labor amount. For Labor Line Item Record Type (L), the amount will validate if values in the # of Techs, Hourly Rate, and Total Hours cells are multiplied properly. The Summary Record Type (S) amount will check if all your Line Items are added accordingly.

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Travel Charges

• Travel Charge. The Travel (Trip) charges. Any travel charges should be entered in the Summary Record Type (S) row.

Materials Charges

The same rules as for Labor charges apply to Material charges. Information can be entered either as a lump sum, or it can be broken down into one or multiple Material Line Items. The amount for a Material lump sum entry should be placed in the Summary Record Type (S), while for Line Item entries must be placed in Material Line Item Record Type (M).

• Material Description. The textual description. This is a required field when using Material Line Items Record Type (M).
• Part #. The part (serial or manufacturer) number for Material Line Item.
• Units. The unit of measure should be one of the following values: box, each, feet, sq ft, lbs, gal, or oz. This is not required entry and if left empty, the each value will be populated in the invoice.
• Price per Unit. The unit price.
• Qty. The quantity for a Material Line Item.
• Material Amount. The material amount. For Material Line Item Record Type (M), the amount will validate if Price per Unit and Qty are multiplied properly. The Summary Record Type (S) amount will check if all your Line Items are added accordingly.

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Freight Charges

• Freight Charge. The freight charges. Any freight charges should be entered in the Summary Record Type (S) row.

Other Charges

Other charges information can be entered either as a lump sum or can be broken into one or multiple Other Line Items. Navigate between the tabs below to learn how to add other charges as a lump sum or how to itemize them.

Taxes

Invoice taxes should be entered in the Summary Record Type (S) row.

• Invoice Tax. The invoice tax amount
• Tax 2. The invoice second tax amount, (typically GST for Canada). Multiple taxes are required for some Canadian locations.
• Tax 2 Name. The second tax name for Canada: PST, QST or HST. The tax name is validated based on the location province:
  • Alberta (AB): GST
  • British Columbia (BC): GST or PST
  • Manitoba(MB): GST or PST
  • New-Brunswick (NB): HST
  • Newfoundland and Labrador (NL): HST
  • Northwest Territories (NT): GST
  • Nova Scotia (NS): HST
  • Nunavut (NU): GST
  • Ontario (ON): HST
  • Prince Edward Island (PE): HST
  • Quebec (QC): GST or QST
  • Saskatchewan (SK): GST or PST
  • Yukon (YT): GST

Tax percentages in the International Line Item Invoice Templates are to be entered for each section separately in the Summary (S) row. They are: Labor Tax %, Trip Tax %, Material Tax %, Freight Tax %, and Other Charges Tax %.

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Invoice Total

Invoice Total and Invoice Description should also be entered in the Summary Record Type (S) row.

• Invoice Total. The invoice total amount. This field is required.
• Invoice Description. The detailed description of the work completed/findings that would be on your own invoice form. This may be required, based on each of your client's configurations.

When you complete the Line Item Invoice Template, save your file as the Compatible 97-2003 XLS format.

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Once you submit the Line Item Template, one or several invoices are created in Provider Automation.

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