From the Invoices List, you can download an Excel report on invoices. Since there are two types of invoices — standard and line-item invoices — that your providers may submit to you, you can export a report on standard and line-item invoices separately.
These reports provide you with pertinent invoice information, including invoice numbers, costs, related work order details, and more. You can customize your reports by adding the desired location note headers that will serve as column headers in your file. Besides, you can filter invoices by the required criteria before downloading the file. Thus, the exported file will include information only on those invoices you are most interested in.
Information Found in the Invoice Reports
Check what information is available in the standard and line-item invoice report. Based on your company account settings, you may have additional columns in your invoice report that are not described here, for example, additional approval codes.
COLUMN IN A LINE-ITEM REPORT | DESCRIPTION |
|---|---|
Location ID | Identification number of the location for which the invoiced work order was created |
Location Name | Name of the location for which the invoiced work order was created |
Address | Main address of the work order location |
Region | Region of the location for which the invoiced work order was created |
District | District of the location for which the invoiced work order was created |
Provider | Company name of the provider who performed the requested work and submitted an invoice |
Vendor ID | Identification number given to the provider by their subscriber |
Trade | Trade of the invoiced work order |
W.O # | Number of the invoiced work order |
Tr. # | Tracking number of the invoiced work order |
PO # | Purchase order number of the invoiced work order |
Category | Category the invoiced work order belongs to |
Priority | Priority of the invoiced work order |
ProblemCode | Problem code of the invoiced work order |
ProblemDescription | Issue description provided upon creating a work order |
InvoiceNumber | Number of the invoice |
Completed Date | Date when the related work order was moved to a “Completed” status |
Inv.Date | Invoice date selected upon creating the invoice |
Posted Date | Date when the invoice was actually submitted — can be different from the invoice date |
Posted By | User ID of a person who created the invoice |
Inv.Text | Problem resolution entered by the provider upon creating the invoice |
Inv.Status | Invoice status at the moment of exporting the invoice report |
Approved By | Username of a person who approved the invoice |
Approved By UserID | User ID of a person who approved the invoice |
Approve Date | Date and time when the invoice was approved |
Batch ID | Identification number of the payment batch the invoice is added to |
ApprCodeMajor | Invoice approval code, also known as GL code |
ApprCodeMinor | When ApprCodeMajor is empty, this column will contain an automatically generated invoice approval code |
Currency | Currency of invoice total amount |
Inv.Total | Total amount to be paid to the provider for the performed service |
Last Payment Date | Date when the invoice was paid |
Last Payment Number | Payment number that is generated after the invoice is paid |
Payment Amount | Invoice amount that was paid |
Comments | Comment the subscriber left upon taking action on the invoice. The comment is required upon rejecting an invoice but can be skipped upon approving or putting the invoice on hold. |
Marked for Audit | Shows whether or not the invoice was marked for an audit via dashboard |
Record Type | This field identifies if a spreadsheet row is for line items or for a summary. Learn more about the row types. |
Skill Level | Skill level of the employee who performed the service, for example, Supervisor, Technician, or Helper |
Labor Type | Labor type of the employee who performed the service, for example, Regular, Overtime, or Double Time |
# of Techs | Number of employees of the specified skill level and labor type who worked on the service request |
Hourly Rate | Cost per one hour for the specified skill level and labor type |
Total Hours | Number of hours spent on-site for the entered skill level, labor type, and hourly rate |
Labor Amount | Total amount of labor charges |
Travel Amount | Total amount of travel charges |
Material Description | Textual description of the material used |
Part # | Part (serial or manufacturer) number for a material line item |
Units | Unit of measure, for example, each, box, feet |
Price per Unit | Unit price |
Qty | Quantity of the material used |
Material | Total amount of material charges |
Freight | Total amount of freight charges |
Other Charges - Description | Description of a charge that belongs to the “Other” type of costs. For example, Discount, Management Fee, etc. |
Other Charges - Comments | Comments on a charge that belongs to the “Other” type of costs |
Other Charges - Amount | Amount of a charge that belongs to the “Other” type of costs |
Sales Tax | Sales tax amount |
Sales Tax 2 | Invoice second tax amount (typically PST, QST, or HST for Canada). Multiple taxes are required for some Canadian locations. |
W.O. Transf. Date | Transfer date of the work order for which the invoice was created |
Inv. Transf. Date | Date when the approved invoice was transferred to the client’s accounting department for payment. Learn more about transferred invoices. |
Downloading Invoice Reports
When necessary, you can download the required invoice report to your device.
- Click the Invoices link.
- On the Invoices page, use the filters to return the desired invoices.
In the example below, the Date Range filter has been set to One Year and the Trade filter has been set to the trade of Audio Visual.
- From the Download / Upload drop down menu, select one of the invoice reports.
- On the pop-up screen, select the Location Notes that should be included in the report.
- Click the Download button to export the selected report.
- Open the downloaded report(s) in your preferred spreadsheet reader.