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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.Image Removed

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

Invoice Requirements and Considerations

A few things to consider:

• 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.

Creating a Standard Invoice

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

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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.

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.

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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.

To break down labor charges:

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.  

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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.

   Tip
   When creating invoices, you and your client can reuse invoice numbers associated with Rejected invoices.   Contact your ServiceChannel manager to enable the feature.

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   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.

   
   

3. (Optional) Select another remit-to address under the column with your company info.
4. 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

5. 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.
   

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

   • Quantity

   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:  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  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.   Image Added For more information, read Completing Client Rates Requirement.  Repeat the previous step to add another line item. 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 %.   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. Image Added Quantity Repeat the previous step to add another line item. Image RemovedImage Added Rw tab title Material Other To itemize material break down other charges: Open Switch to the Material Other tab. Provide the following details on the material used to complete the work order:Part Name
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   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 %.  Image Removed  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 manager to enable price lists.

6. Description
7. Part number
8. Unit of Measure 
9. 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.
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10. Quantity
11. Repeat the previous step to add another line item.

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To break down other charges:

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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.