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

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

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.

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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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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, if where necessary.
   
   

   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. Image Removed Expand title Expand 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.  You also can mark the entire MaterialGroupsection as non-taxableon the Summary tab.   When the Material andTravel Groupsectionsare marked as non-taxable, the % tax amount will be counted only from the items entered in the Labor Group.

   
   

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

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

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.

   

   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.
   

   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 Modified 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 If 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 Warning icon and will be asked to enter the mismatch reason.   For more information, read Completing Client Rates Requirement.  Repeat the previous step to add another line item. Image Modified 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 If 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 icon 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 %.   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  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. Quantity Repeat the previous step to add another line item. Image Modified 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 icon and may be prompted to enter the reason for the price mismatch.  We recommend using price lists to save your and your clients’ time on invoice completion and price mismatch discussions.   Contact your ServiceChannel manager 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. Image Modified

   
   

6. 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.  You also can mark the entire MaterialGroupsection as non-taxableon the Summary tab.   If the Material andTravel Groupsectionsare non-taxable, the % tax amount will be counted only from the items entered in the Labor Group.

   
   

7. 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.

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

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