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Did you receive a warning that you cannot invoice? Check whether your ServiceChannel Usage Fees status is restricted.

A work order may be invoiced once it is in either the Completed or Completed/Confirmed status. An invoice cannot be submitted for more than its not-to-exceed (NTE) amount.

The The Create Invoice button button is available for any work order that is ready to be invoiced and is located on the bottom of the Work Order.

You can create an invoice in the system or through the line item invoice template.

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Should your CSA account status be restricted, you will not be able to submit invoices for work orders.

Note
Should you need to change the decimal point (.) to decimal comma (,) on monetary amounts, contact your ServiceChannel representative.

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When you have Completed work orders that you have not yet invoiced, you may get notified about it via email.

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title	Click here to learn more about the email notification.

In the email notification, you can see the following details:

Notes on submitting invoices and other important information to consider
Total number of Completed but not invoiced work orders submitted by the specified client
Among not invoiced work orders for the client, the longest time in days since the request was completed
Number of locations for which these work orders were created
Tracking numbers of work orders
Number of days since each service request was moved to the Completed status

Click View Work Orders in the email to navigate to the Work Orders List where you can create invoices.

Email notification about Completed work orders that you have not invoiced Image Added

Invoice Requirements and Considerations

A few things to consider:

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Depending on your client's requirements, you may create either a a Standard Invoice or a or a Line Item Invoice.
When creating an invoice, you must enter a a unique invoice number; your client may also require you to enter a description of the completed work. You are not able to save the invoice without this information.
Once an invoice is submitted, it cannot be edited. Should you need to reissue an invoice, you must void the invoice before must void the invoice before the client takes action on it. Otherwise, you will need to reach out to your client and ask to reject the wrong invoice.
Invoices rejected by the client cannot be edited. You must create a new invoice using another unique number — you cannot use the same number that was used for the rejected Invoice.

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Creating a Standard Invoice

A Standard Invoice reflects labor, travel, material, and freight charges. It does not, however, break down labor and material costs.

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You can also submit a Standard Invoice through the Invoice Template. See Creating Invoices Using Templates for more information.

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title	⦿ How to Create a Standard Invoice

On the desired work order, click click Create Invoice.
Enter a
unique
unique Invoice Number.

Tip
When creating invoices, you and your client can reuse invoice numbers associated with Rejected invoices.
Contact your ServiceChannel manager to enable the feature.
(Optional) Click the calendar icon to change the invoice date.
Note
The invoice date cannot be earlier than the work order completed date.
Click Click Confirm.
Note
To edit the invoice number or date, click the required field in the upper left corner of the the Invoice page page.
Select the correct remit-to address.
Enter a
complete
complete Description
for
for the work done.
Note
Depending on your client's configuration, this description may be required.

Enter the amounts

for

for Labor, Travel, Material, and Freight, where necessary.

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title	VAT-Taxable Countries

Should your client do business in a VAT-taxable country, you may see additional functionality that allows you to mark which line items should be taxable, or mark the entire charges group as non-taxable. Thus, when you enter the tax percentage, ServiceChannel automatically counts taxes only from taxable groups and

Freight, if necessary.

items.

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title	Expand the section to read how non-taxable items work.

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For material charges that do not have a VAT tax, you can select the checkboxes next to theline items with these materials to mark their cost as Non-Taxable in the Material tab. Note that the tax amount will be counted from materials items you have not marked as Non-Taxable.

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You also can mark the entire MaterialGroupsection as non-taxableon the Summary tab.

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When the Material andTravel Groupsectionsare marked as non-taxable, the % tax amount will be counted only from the items entered in the Labor Group.

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Select a category from the the Other drop drop-down menu and enter the amount, if necessary.
Enter the the Tax, either the percentage or the monetary amount, if applicable.
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Click Click Send Invoice. The invoice is created, and the Invoices List appears.

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Creating a Line Item Invoice

A Line Item Invoice includes labor, travel, material, and freight charges as well as itemizes labor and material costs.When your client asks you to submit a line item invoice, it means that you need to break down invoice charges into line items.

Based on your client’s system configuration, you may be asked to break down only one, two, or all types of charges — labor, material, travel, freight and other costs. Also, your client decides whether you should itemize invoice costs for all work orders or only for work orders of specific trades and categories.

To quickly figure out what charges you should itemize, check the Summary tab on the page for creating an invoice. If you see a link by the charge name, you should itemize this type of costs. If it is a text field, enter the total amount without breaking down the costs.

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Blue links by labor and material amounts on the Summary tab indicate that you should break down these charges Image Added

Line items are required for labor and material charges

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Text fields by amounts on the Summary tab indicate that you don't need to break down any charges Image Added

Line items are not required for any charges

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Info
Line Item Invoicing is also available through the Invoice Templateinvoice template. See Creating Invoices Using Templates for more information.
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	Click to learn how to create a line item invoice

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title	⦿ How to Create a Line Item Invoice

On the Work Orders List, find the desired work order, and click

Create Invoice.

Enter a unique Invoice Number.

(Optional) Click the calendar icon to

The page for creating an invoice appears with the Create Invoice overlay opened.
In the overlay, enter a unique invoice number, change the invoice date if required, and click Confirm.

Note
The invoice date cannot be earlier than the completed date.

Click Confirm.

Note
To edit the invoice number or date, click the required field in the upper left corner of the Invoice page.

Select the correct remit-to address.

Enter a complete Description for the work done.

In the middle of the page, click the Labor tab. The check-in/out list appears, with the check-in and check-out times of when technicians were working onsite.
Create Line Item Invoice

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From the Skill Level Required drop-down list, select the skill level of each person who worked on the work order.

From the Type Required drop-down list, select the rate type for the job.

Enter Number of Techs for each line.

Enter Hourly Rate for each line.

Enter Hours for each line. Line item total populates as well as the total labor amount.

In the middle of the page, click the Material tab. The Material page appears.

Enter Description of each material.

Enter Part # of each material.

Select Unit of Measure for each material.

Enter Unit Price for each material.

Enter Quantity for each material. Line item total populates as well as the total material amount.

In the middle of the page, click the Summary tab. The Summary page appears with the labor and material amounts populated.

Enter the amounts for Travel and Freight, if necessary.

Select a category from the Other drop-down menu and enter the amount, if necessary.

Enter the Tax, either the percentage or the monetary amount, if applicable.

Click Send Invoice. The invoice is created, and the Invoices List appears

The page for providing further invoice details is displayed.

Tip

When creating invoices, you and your client can reuse invoice numbers associated with Rejected invoices.

Contact your ServiceChannel manager to enable the feature.

The page for creating an invoice Image Added

Note
You can change the invoice number and date in the top left corner of the page for creating an invoice. Keep in mind that the invoice date cannot be earlier than the completed date of the work order.

(Optional) Select another remit-to address under the column with your company info.
On the Summary tab, provide the following details:
- Complete description of the performed work
- Total amount of labor, travel, material, freight, and other charges if you see a text field by their name

Depending on your client’s requirements, itemize labor, material, travel, freight, or other charges. The costs you need to break down appear as links on the Summary tab. Navigate between the tabs below to check how to break down each type of costs.

Rw ui tabs macro

Rw tab

title	Labor

To break down labor charges:

Navigate to the Labor tab.
Before adding a line item to the invoice, you can view the check-in information for this work order. It includes:

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Work Date
Check-In/Out Time

GPS / IVR Status.
The compliant check-in means that a technician checked in within the allowed radius that your client defined for their locations. If a check-in was non-compliant, then a technician was farther than the configured radius.

Note

Compliant and non-compliant check-ins/outs allow you and your client to correctly pay for technicians' work and have visibility into the amount of time they spend on-site and out of the location when they check in.

Contact your ServiceChannel manager to enable the feature.

Number of Techs on Site
Time Spent on Site

Enter the following information on the employees who performed the job:

Skill level
Rate type for the job performed
Number of employees of the selected skill level and rate type
Employee’s rate per hour

Hours spent to complete the work

Note

When you have the approved rates from the client, the Hourly Rate column will be populated automatically with the Agreed Rate mark. You can change the rate. If it is higher or lower, you will see the WarningImage Added icon and will be asked to enter the mismatch reason.

Screenshot showing the labor tab Image Added

For more information, read Completing Client Rates Requirement.

Repeat the previous step to add another line item.

Labor line item on the Labor tab of the page for creating an invoice Image Added

Rw tab

title	Material

To itemize material charges:

Open the Material tab.

Provide the following details on the material used to complete the work order:

Part Name

Tip

When you use negotiated price lists with your client, you can select parts from the drop-down list. The price per item will be auto populated. If you change it to a higher or lower price, you will see the Warning Image Addedicon and may be prompted to enter the reason for the price mismatch. The negotiated price list specifies prices for material and other charges, and markup %.

Screenshot showing the material tab Image Added

We recommend using price lists to save time your and your clients’ time on invoice completion and price mismatch discussions.

Contact your ServiceChannel representative to enable price lists.

Description
Part number
Unit of Measure
Note
Should you need international units of measure, contact your ServiceChannel representative.
Unit price

Markup %

Note

The markup % can be verified if it matches the agreed rate from the negotiated price list or client rates. For more information, read Invoicing for Clients with Rates Mismatches Turned On.

Screenshot showing the markup percentage Image Added

Quantity

Repeat the previous step to add another line item.

Material line item on the Material tab of the page for creating an invoice Image Added

Rw tab

title	Other

To break down other charges:

Switch to the Other tab.

Provide the following details on the other charge:

Comment describing the charge
Type
Unit
Unit Price

Quantity

Tip

Type, Unit, Unit Price, and Quantity fields are available if you use negotiated price lists. They specify agreed prices for material, other charges, and markup % between you and your clients. You can select types of charges from the drop-down list, for example, permit fee or after-hours surcharge. The price per item will be auto populated.

If you change it to a higher or lower price, you will see the Warning Image Addedicon and may be prompted to enter the reason for the price mismatch.

Screenshot showing the other tab Image Added

We recommend using price lists to save your and your clients’ time on invoice completion and price mismatch discussions.

Contact your ServiceChannel representative to enable price lists.

Category from the Description drop-down list
Charge amount

To add another line item, click + Another Charge, and repeat the previous step.

Other charge line item on the Other tab of the page for creating an invoice Image Added

Switch to the Summary tab, and enter the tax amount or tax percentage under the invoice subtotal.

Info

title	VAT-Taxable Countries

Should your client do business in a VAT-taxable country, you may see additional functionality that allows you to mark which line items should be taxable, or mark the entire charges group as non-taxable. Thus, when you enter the tax percentage, ServiceChannel automatically counts taxes only from taxable groups and items.

Expand

title	Expand the section to read how non-taxable items work.

Image Added

For material charges without a VAT tax, you can select the checkboxes next to theline items with these materials to mark their cost as Non-Taxable in the Material tab. Note that the tax amount will be counted from materials items you have not marked as Non-Taxable.

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You also can mark the entire MaterialGroupsection as non-taxableon the Summary tab.

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If the Material andTravel Groupsectionsare non-taxable, the % tax amount will be counted only from the items entered in the Labor Group.

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Review the provided charges, tax, and invoice total. If the invoice information is correct, click Send Invoice at the bottom of the page.

Your line item invoice is submitted to your client, and you get to the Invoices List.

Adding Attachments to Invoices

After an invoice is created, you can add attachments to it.

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title	⦿ How to Add Attachments to Invoices

In the middle of the invoice summary page, click the the Attachments tab tab. The list of current attachments appears.
Click Click Upload File. The The Upload Attachment overlay overlay appears.
Click Click Browse a file and select the applicable file.
Enter a description of the attachment.
Click Click Upload. The attachment is added to the list.

Tip

You can attach digital copiesof your original invoice. Contact your ServiceChannel manager to mark attachments as digital invoice copies.

Screenshot showing the invoice copy Image Added

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Versions Compared

Old Version 12

New Version Current

Key

Invoice Requirements and Considerations

Creating a Standard Invoice

Anchor
creatinglineiteminvoice
creatinglineiteminvoice
Creating a Line Item Invoice

Adding Attachments to Invoices

Page Comparison

Versions Compared

Old Version 12

New Version Current

Key

Invoice Requirements and Considerations

Creating a Standard Invoice

AnchorcreatinglineiteminvoicecreatinglineiteminvoiceCreating a Line Item Invoice

Adding Attachments to Invoices

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creatinglineiteminvoice
creatinglineiteminvoice
Creating a Line Item Invoice