Invoicing

Overview

Accurate and timely invoicing is the key to maintaining a consistent cash flow into your business. Help keep your customers in good standing by ensuring invoicing is done accurately and in a timely manner.

Navigate to Invoicing   

You can access the Invoicing panel by navigating to the following location:

• From the main menu on the left side of the screen, select Accounting and then Invoicing.
  
  
  Main Menu – Invoicing

Invoicing – Features:

The Invoicing panel is divided into two sections: Search and Results Grid

• Search: Allows you to specify what information you would like to view on the Invoicing panel
• Results Grid: Will display a list of all work orders matching the search criteria

Below is a brief explanation of each Invoicing feature: 

Search

The search section will allow you to define the search criteria you would like to use to search for work orders

Search – Invoicing

If you would like to only view work order information for a specific date range, in the Date: & To: fields enter in the date range you would like to use

• Leave date fields blank to view all work orders for the selected invoicing view
• From the (Choose) drop-down, select the view type you would like to view work orders for
• The Invoicing panel will update to display results matching the invoicing view you selected

Below is a brief explanation of the different search options available:

Item	Functionality
Date:	Used in conjunction with the To: search field.  Allows you to specify a starting date to search for work orders Leave both the Date: & To: fields blank to view all work orders regardless of date for the selected invoicing view
To:	Used in conjunction with the To: search field.  Allows you to specify an end date to search for work orders    • Leave both the Date: & To: fields blank to view all work orders regardless of date for the selected invoicing view
Choose	Determines the type of work orders will be returned. All Not Processed:  Work Orders that have not been reviewed or finalized This is a combination of ‘Open Work Orders’ & ‘Tech Completed' work orders Open Work Orders:  Work orders that have not been completed yet (e.g. Ready to Schedule, Scheduled, Active, Travel) Tech Completed: Work Orders that have a job status of ‘Tech Completed’ These are work orders where the technician has completed the service work for the customer and the work order is ready to be reviewed and moved through the system. Reviewed (Ready to Finalize): Work orders that have a job status of ‘Reviewed’ These are work orders that are ready to be finalized Finalized (WSA Ready): Work orders that have a job status of ‘WSA Ready’ These are invoices that have not been included on a WSA report yet AR All: Work orders that currently have a balance owed on them Opportunities (Unaccepted Tasks): Work orders that have an unaccepted task listed on them and have a job status of 'Tech Completed,' 'Reviewed,' or 'WSA Ready'
	Will refresh the information displayed on the Invoicing panel based off the search criteria selected

Results Grid:

Below is a brief explanation of the different columns available from the Invoicing results grid. The ‘Choose’ option selected during the search will determine which columns are available.

Item	Functionality
Checkbox		Indicates if the work order is selected or unselected All views:   (checked):  Will be included in export  (unchecked): Will not be included in export Finalized (view):  (checked):  Work order will be marked as finalized and job status changed to ‘WSA Ready'  (unchecked): Work order will not be marked as finalized
Options		(edit WO):  Will open the work order allowing you to view information about the work order and make changes if needed  (Show Notes): Will display all notes for a specific work order
Bill To Name		Display customer name or third party bill to name listed on work order. Third Party Bill To Name will override Customer name if one was selected on the work order
Address		Displays customer address listed on work order
Technician		Displays primary technician listed on work order
Reason		Displays the most resent 'Follow-Up Reason' note entered on the work order.  Clicking on the 'Reason' column will open a small free-text note allowing you to enter in comments of why the work order is in Follow-Up status.
Dispatch Code		Displays the Dispatch Code that was selected on the work order
Job Date		Will display the date and time the work order was scheduled for. Nonscheduled work orders will display the date and timeslot the work order was promised for
Job Status		Displays the current job status listed on the work order
Finalized Date		Displays the date the work order was marked Status: Finalized
Sub Total Due		Displays subtotal (Labor + Parts) for the work order before taxes are added
Tax		Displays the total tax amount for the work order
Total Due		Displays total amount that the work order was for (total amount billed to customer)
Balance		Displays balance remaining on work order
Aging		Displays the accounts receivable aging range for the work order
Claim Submitted?		Indicates if the work order has been marked as submitted for claims  (checked):  Claim Submitted was checked on main WO screen  (unchecked): Claim Submitted was not checked on main WO
Claim Info		Display the Claim Info as it appears on the main work order panel
PO Total		Displays the total amount of all purchase orders that are associated with the work order
Ticket #		Displays ticket # from work order
Territory		Displays territory the work order is associated with
Warranty		Filters the results to show 'All', 'Warranty', or 'No Warranty'

 
Invoicing Process

Invoicing is a multi-step process and is driven by different invoicing views. Work orders must first move through the invoicing process before they can be finalized, or the invoices sent to customers or included on a WSA report.

• Below is a diagram of the invoicing process/workflow:
  

Below is a brief explanation of the key views used during the invoicing process/workflow:

Batch Type	Functionality
Open Work Orders	Represents work orders that have not been changed to a ‘Tech Completed’ status. (e.g. Work order with a status of Scheduled, Ready to Schedule, Active or Travel At this stage, you can still make changes if needed
Tech Completed	Represents all work orders that have a job status of ‘Tech Completed’ At this stage, you can still make changes if needed
Reviewed	Represents all work orders that have a job status of ‘Reviewed’ At this stage, you can still make changes if needed
Finalized	Represents all work orders that have a job status of ‘WSA Ready’. Information on work orders cannot be modified   You may still enter in payments or adjustments on finalized work orders Work orders will drop off the ‘Finalized’ view once they have been paid in full and sent on a WSA report

 
Daily Responsibilities:

• Processing invoices needs to be a daily process to ensure work orders are moving through the system in a timely fashion
• On a daily basis, you should be performing the following steps:
  
  

Open Work Orders:

Displays a list of all work orders that have not been marked as completed. (e.g.  Ready to Schedule, Scheduled, Active, Travel)

Steps to process:

• From the Open Work Orders view you will need to perform the following steps daily:
  • Review any work orders with a past job date to determine why the work order has not been addressed yet. Make sure to cancel, reschedule and complete work orders as determined.

Tech Completed:

Displays a list of all work orders that have a job status of Tech Completed. These are work orders where the technician has completed the service work for the customer and the work order is ready to be reviewed and moved through the system.

Steps to process:

• From the tech Completed view you will need to perform the following steps daily:
  • Click the ‘edit’ button next to a work order
  • From the work order, navigate to Options | Task:
    • Verify correct task and parts are listed on the work order.
  • From the work order, navigate to Options | Payments
    • Post any payments received from the customer
  • From the work order (main view)
    • Verify correct tax authority is selected on work order
    • Verify correct technician(s) listed on work order
    • Change work order job status to ‘Reviewed’
  • Click (Save) button to save any changes that were made

Reviewed:

All work orders that have a job status of ‘Reviewed’ indicating that all information on the work order has been verified and updated if needed.

• Invoices can still be changed at this point. Once the work order has been ‘finalized (Job status = WSA Ready) no additional changes may be made.

Steps to process:

• From the Reviewed view, you will need to perform the following steps daily:
  • Reverify all work orders display the correct Total Due amount
  • Click the ‘Finalize’ button at the bottom of the Invoicing panel to finalize all work orders.
    • If you are uncertain about a work orders information and need to review it farther, uncheck the checkbox next to it prior to clicking the finalized button. The work order will remain on the ‘Reviewed’ panel and will not be processed as finalized.

Additional Notes:

• After finalizing an invoice will be sent to:
  • AR All view if a balance still exists on the work order
  • QB Transfer panel under the Sales view indicating the work order is ready to transfer to QuickBooks
  • Invoicing | Finalized (WSA Ready) view indicating the work order is ready to be included on a WSA report once it has been paid in full
• Finalizing an invoice will also start the AR aging process.