Invoices
Once a work order is completed, you may create an invoice through Provider Automation.
An invoice is a financial document that specifies labor, material, and other charges as well as the tax and invoice total amounts.
You can issue an invoice only once a work order is either in the Completed or Completed/Confirmed status. Your client may then review and process invoices: approve, put on hold, or reject them. An invoice cannot be created without a work order, and each work order can only have one invoice.
There are two types of invoices that you can create via ServiceChannel:
Standard invoice: Reflects labor, travel, material, and freight charges.
Line-item invoice: Include itemized labor, travel, material, freight, or other costs.
Learn more about the two types of invoices.
Invoice Requirements and Considerations
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.
When there is an approved proposal linked to a work order, you can create an invoice from the proposal.
Your client may prevent entering the sales tax on an invoice. When the Tax field is not available on an invoice and a warning message is displayed instead, it means your client requires the sales tax to be omitted.
Email Alert About Completed / Not Invoiced Work Orders
When you have Completed work orders that you have not yet invoiced, you may get notified about it via email.
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.
Invoice Statuses
Invoices can have one of the following statuses:
Open. The invoice has been submitted by a provider and is waiting for the subscriber’s review.
Reviewed. When the subscriber has multiple levels of invoice approvers, the invoice remains in this status from the time the first person approves the invoice until the final person approves or rejects the invoice.
Approved. The invoice has been reviewed and approved by the subscriber.
Disputed. On the invoice, the entered tax does not match the system validation. This status is available to clients using the tax validation.
Rejected. The invoice costs and details are not agreed upon. The service provider may need to resubmit the invoice.
Paid. The invoice has been paid by the subscriber. This status is available to companies using the Payment Manager module.
On Hold. The invoice requires further review before any action can be taken.