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Info

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 Create Invoice 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.

Image Removed

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

Expand
titleClick 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 invoicedImage Removed

Invoice Requirements and Considerations

A few things to consider:

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  • Depending on your client's requirements, you may create either a Standard Invoice or a Line Item Invoice.
  • When creating an invoice, you must enter 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 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.

InfoYou can also submit a Standard Invoice through the Invoice Template


Info

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 Create Invoice 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.

Note

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


Image Added

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

Expand
titleClick 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 invoicedImage Added

Invoice Requirements and Considerations

A few things to consider:

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hiddentrue

LOCALIZABLE PART STARTS HERE

  • Depending on your client's requirements, you may create either a Standard Invoice or a Line Item Invoice.
  • When creating an invoice, you must enter 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 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.

Info

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


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Panel
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title⦿ How to Create a Standard Invoice
  1. On the desired work order, click Create Invoice.

  2. Enter a 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. 


  3. (Optional) Click the calendar icon to change the invoice date.

    Note

    The invoice date cannot be earlier than the work order completed date.


  4. Click Confirm.

    Note

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


  5. Select the correct remit-to address.

  6. Enter a complete Description for the work done.

    Note

    Depending on your client's configuration, this description may be required.


  7. Enter the amounts for Labor, Travel, Material, and Freight, where necessary.

    Info
    titleVAT-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
    titleExpand the section to read how non-taxable items work.

    Image Added

    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. 

    Image Added

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

    Image Added 

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

    Image Added



  8. Select a category from the Other drop-down menu and enter the amount, if necessary.
  9. Enter the Tax, either the percentage or the monetary amount, if applicable.

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


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Anchor
creatinglineiteminvoice
creatinglineiteminvoice
Creating a Line Item Invoice

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.

Section


Column
width50%

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

Line items are required for labor and material charges


Column
width50%

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

Line items are not required for any charges



true
Info

Line Item Invoicing is also available through the invoice template. See Creating Invoices Using Templates for more information.

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Panel
bgColor#F9F9F9
titleColor#0e3367
titleBGColor#EAEAEA
borderStylenone
title⦿ How to Create a Standard Line Item Invoice

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

     

    Create Invoice.

  2. Enter a unique Invoice Number.

  3. (Optional) Click the calendar icon to The page for creating an invoice appears with the Create Invoice overlay opened.

  4. 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 work order 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.

  5. Select the correct remit-to address.
  6. Enter a complete Description for the work done.
  7. Enter the amounts for Labor, Travel, Material, and Freight, if necessary.
  8. Select a category from the Other drop-down menu and enter the amount, if necessary.
    9. Enter the Tax, either the percentage or the monetary amount, if applicable.
    Image Removed
  9. Click Send Invoice. The invoice is created, and the Invoices List appears.
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AnchorcreatinglineiteminvoicecreatinglineiteminvoiceCreating a Line Item Invoice

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 —

  1. 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 invoiceImage 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.


  2. (Optional) Select another remit-to address under the column with your company info.
  3. 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

  4. Depending on your client’s requirements, itemize labor, material, travel, freight

and

  1. , or 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.

Section
Column
width50%

Blue links by labor and material amounts on the Summary tab indicate that you should break down these chargesImage Removed

Line items are required for labor and material charges

Column
width50%

Text fields by amounts on the Summary tab indicate that you don't need to break down any chargesImage Removed

Line items are not required for any charges

Info

Line Item Invoicing is also available through the invoice template. See Creating Invoices Using Templates for more information.

Panel
bgColor#F9F9F9
titleColor#0e3367
titleBGColor#EAEAEA
borderStylenone
title⦿ How to Create a Line Item Invoice

  1. On the Work Orders List, find the desired work order, and click Create Invoice. The page for creating an invoice appears with the Create Invoice overlay opened.

    2. In the overlay, enter a unique invoice number, change the invoice date if required, and click Confirm. The page for providing further invoice details is displayed.

    The page for creating an invoiceImage Removed

    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.

  2. (Optional) Select another remit-to address under the column with your company info.
  3. 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

  4. 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
titleLabor

To break down labor charges:

  • Navigate to the Labor tab.
    • 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

    If 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 Removed icon and will be asked to enter the mismatch reason.  

    Screenshot showing the labor tabImage Removed

    For more information, read Manage Client Rates. 

    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.

    If the other charge:
    • Comment describing the charge 
    • Type 
    • Unit 
    • Unit Price 

    • Quantity

    Rw ui tabs macro

    Rw tab
    titleLabor

    To break down labor charges:

    1. 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: 

      Image Added
      • 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 
    2. 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 tabImage Added

        For more information, read Completing Client Rates Requirement. 


    3. Repeat the previous step to add another line item.

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

    Rw tab
    titleMaterial

    To itemize material charges:

    1. Open the Material tab.
    2. 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 tabImage 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 percentageImage Added



      • Quantity
    3. Repeat the previous step to add another line item.

    Labor line item on the Labor tab of the page for creating an invoiceImage RemovedMaterial line item on the Material tab of the page for creating an invoiceImage Added

    Rw tab
    title
    Material
    Other

    To itemize material break down other charges:

    1. Open Switch to the Material Other tab.
    2. Provide the following details on the material used to complete the work order:Part Name
    Tip
    Tip

    Type, Unit, Unit Price, and Quantity fields are available if you use negotiated price lists with your client, you can select parts from the drop-down list. 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 Modifiedicon 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 tabImage Removed 

    Screenshot showing the other tabImage Added

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

    Contact your ServiceChannel manager representative to enable price lists. 

  • Description
  • Part number
  • Unit of Measure 
  • Unit price 
    • Markup %
    NoteThe 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 percentageImage Removed
  • Quantity
  • Repeat the previous step to add another line item.

    • Material line item on the Material tab of the page for creating an invoiceImage Removed

    Rw tab
    titleOther

    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 Removedicon and may be prompted to enter the reason for the price mismatch. 

    Screenshot showing the other tabImage Removed

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

    Contact your ServiceChannel manager 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 invoiceImage Removed

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


      • Category from the Description drop-down list
      • Charge amount
    2. 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 invoiceImage Added


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

    Info
    titleVAT-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
    titleExpand 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. 

    Image Added

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

    Image Added 

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

    Image Added



  • 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.

    Panel
    bgColor#F9F9F9
    titleColor#0e3367
    titleBGColor#EAEAEA
    borderStylenone
    title⦿ How to Add Attachments to Invoices
    1. In the middle of the invoice summary page, click the the Attachments tab tab. The list of current attachments appears.
    2. Click Click Upload File. The The Upload Attachment overlay  overlay appears.
    3. Click Click Browse a file and select the applicable file.
    4. Enter a description of the attachment.
    5. 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 copyImage Added


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