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 invoice.
Should your SUF status be restricted, you will not be able to submit invoices for work orders.
Invoice Requirements and Considerations
A few things to consider:
- 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.
- Invoices rejected by the client cannot be edited. You must create a new 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.
You can also submit a Standard Invoice through the Invoice Template. See Creating Invoices Using Templates for more information.
- On the desired work order, click Create Invoice.
- Enter a unique Invoice Number.
(Optional) Click the calendar icon to change the invoice date.
The invoice date cannot be earlier than the 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.
- Enter the amounts for Labor, Travel, Material, and Freight, if 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.
- Click Send Invoice. The invoice is created, and the Invoices List appears.
Creating a Line Item Invoice
A Line Item Invoice includes labor, travel, material, and freight charges as well as itemizes labor and material costs.
Line Item Invoicing is also available through the Invoice Template. See Creating Invoices Using Templates for more information.
- On the desired work order, click Create Invoice.
- Enter a unique Invoice Number.
(Optional) Click the calendar icon to change the invoice date.
The invoice date cannot be earlier than the 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.
- In the middle of the page, click the Labor tab. The check-in/out list appears, with the check-in and check-out times of when technicians were working onsite.
- From the Skill Level Required drop-down list, select the skill level of each person who worked on the work order.
- From the Type Required drop-down list, select the rate type for the job.
- Enter Number of Techs for each line.
- Enter Hourly Rate for each line.
- Enter Hours for each line. Line item total populates as well as the total labor amount.
- In the middle of the page, click the Material tab. The Material page appears.
- Enter Description of each material.
- Enter Part # of each material.
- Select Unit of Measure for each material.
- Enter Unit Price for each material.
- Enter Quantity for each material. Line item total populates as well as the total material amount.
- In the middle of the page, click the Summary tab. The Summary page appears with the labor and material amounts populated.
- Enter the amounts for Travel and Freight, if 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.
- Click Send Invoice. The invoice is created, and the Invoices List appears.
Adding Attachments to Invoices
After an invoice is created, you can add attachments to it.
- In the middle of the invoice summary page, click the Attachments tab. The list of current attachments appears.
- Click Upload File. The Upload Attachment overlay appears.
- Click Browse a file and select the applicable file.
- Enter a description of the attachment.
- Click Upload. The attachment is added to the list.
