Creating Invoices

Last Updated June 5th, 2018 by Taylor Warden

There are two types of invoices: a provider invoice and a customer invoice. Users can create multiple service provider and/or customer invoices for one work order if needed. Users can also transfer information from previously made invoices or from the time and material area onto the invoices.

Provider Invoices

These are created for people who are providing a service and are expecting a payment.


How to create a Service Provider Invoice:

  1. Navigate to a Work Order you wish to create an Invoice for.
  2. Click on the Create Invoice button from the Dispatch details area.
  3. Fill out the required fields in the invoice and any other info you wish to fill out. See below for help with some of the fields.
  4. Select Save Draft or Save & Process.

OR

  1. Navigate to a Work Order you wish to create an Invoice for.
  2. From the top menu click the Create button and choose Create Provider Invoice.
  3. Fill out the required fields in the invoice and any other info you wish to fill out. See below for help with some of the fields.
  4. Select Save Draft or Save & Process.

Customer Invoices

These are created for people who are receiving a service and are going to be paying an invoice.


How to create a Customer Invoice:

  1. Navigate to a Work Order you wish to create an Invoice for.
  2. From the top menu click the Create button and choose Create Customer Invoice.
  3. Fill out the required fields in the invoice and any other info you wish to fill out. See below for help with some of the fields.
  4. Select Save Draft or Save & Process.

Tip: You can have your Message and Disclaimer auto-fill by creating a Default Message and Discalimer in Invoice Settings. To learn more click here.

Applying GL Codes to Invoices

You have the ability to manually input a GL code you would like to stamp on the invoice.

How to apply GL Codes:

  1. During Invoice creation enter a GL Code into the GL Code field in the top right corner.

OR

  1. Click the button to search for GL Override Codes already set up for specific Trades, Problems, or Brands.

GL Codes

GL Codes and Subcodes will auto-populate on the invoice creation screen in the order below if all areas are set up properly prior to creation:

  1. Problem CAPX Expense GL CODE/SUBCODE
  2. Problem Standard Expense GL CODE/SUBCODE
  3. Brand Trade Override GL CODE/SUBCODE
  4. Trade GL CODE/SUBCODE

Invoice Number

Invoice numbers will auto-generate if left blank. You can set your number formatting preferences in Invoice Settings. To learn more click here.


Type

Choose what Type of cost the line-item is. For example, one line item might be for Parts, and another might be for Travel.


Issue Date

Enter the date you wish to issue this Invoice for. To backdate the Invoice, you must have the Allow Invoices to be backdated setting turned on. Learn more.


Manual Tax

Use the toggle to add a manual tax item when you are calculating tax yourself. Alternatively, you can leave this setting off to have the tax auto-calculate based on what is setup in the Tax Settings for Country/State/Province/County Taxes.



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