Creating an Invoice in Provider Automation

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.

Open

Creating a Standard Invoice

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

How to Create a Standard Invoice

On the desired work order, click Create Invoice. Enter a unique Invoice Number. When creating invoices, you and your client can reuse invoice numbers associated with Rejected invoices. Contact your ServiceChannel manager to enable the feature.  (When applicable) Click the calendar icon to change the invoice date. The invoice date cannot be earlier than the work order completed date. Click Confirm. To edit the invoice number or date, click the required field in the upper left corner of the Invoice page. Select the correct Remit-To Address. Enter a complete Description for the work done. Depending on your client's configuration, this description may be required. Enter the amounts for Labor, Travel, Material, and Freight, where necessary. Select a category from the Other drop-down menu and enter the amount, if necessary. Enter the Tax, either the percentage or the monetary amount, if applicable. Open Click Send Invoice. The invoice is created, and the Invoices List appears.

Filling out the Tax Field

For 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. 

Open

For material charges that do not have a VAT tax, you can select the checkboxes next to the line 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. 

Open

You also can mark the entire Material Group section as non-taxable on the Summary tab.

Open

When the Material and Travel Group sections are marked as non-taxable, the % tax amount will be counted only from the items entered in the Labor Group. 

Open

When the Tax field is not available and a warning message is displayed instead, it means your client requires the sales tax to be omitted.

Open

The sales tax omission rule can be applied to US and Canadian locations. For Canada, it might be applied to the PST only. You can click the info icon next to the warning to see the client’s message.

Should you still want to include the sales tax, click the Still Need to Add Sales Tax link and proceed with adding the tax.

Open

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.

Line items are required for labor and material charges

Open

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

Line items are not required for any charges

Open

 

How to Create a Line Item Invoice

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. Enter a unique invoice number, change the invoice date if required, and click Confirm. The page for providing further invoice details is displayed. When creating invoices, you and your client can reuse invoice numbers associated with Rejected invoices. Contact your ServiceChannel manager to enable the feature.  Open The page for creating an invoice 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. (Optional) Select another remit-to address under the column with your company info. 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 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. 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:  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.  Number of Techs on Site  Time Spent on Site  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.  Open 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 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.   Open Screenshot showing the labor tab For more information, read Completing Client Rates Requirement.  Repeat the previous step to add another line item. Open Labor line item on the Labor tab of the page for creating an invoice To break down material charges: Open the Material tab. Provide the following details on the material used to complete the work order: Part Name Description Part number Unit of Measure  Unit price  Markup % Quantity 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 %.   Open Screenshot showing the material tab 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.  Should you need international units of measure, contact your ServiceChannel representative.   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. Open Repeat the previous step to add another line item. Open Material line item on the Material tab of the page for creating an invoice 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 Category from the Description drop-down list Charge amount 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.  Open Screenshot showing the other tab We recommend using price lists to save your and your clients’ time on invoice completion and price mismatch discussions.   Contact your ServiceChannel representative to enable price lists.  To add another line item, click + Another Charge, and repeat the previous step. Open Other charge line item on the Other tab of the page for creating an invoice Switch to the Summary tab, and enter the tax amount or tax percentage under the invoice subtotal. 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.  Open For material charges without a VAT tax, you can select the checkboxes next to the line 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.  Open You also can mark the entire Material Group section as non-taxable on the Summary tab. Open If the Material and Travel Group sections are non-taxable, the % tax amount will be counted only from the items entered in the Labor Group.   Open 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.

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

Open

Screenshot showing the invoice copy