Jobs must be marked as completed prior to closing and generating invoices. Ideally, the technicians on site mark a job as completed on the App and the admin in the office is able to filter all the completed jobs for checking before marking them as Ready to be Invoiced.
1. If the Job has not been marked as Completed, click the Mark as Completed button from the job screen.
2. Once you’ve marked the job as Completed, a few more buttons becomes available.
- Close Job – this will close the job and you can invoice at a later time.
- Invoice & Close Job – this will generate an invoice and close the job
- Ready to Invoice – you can select this if you have a number of jobs completed by batch and you may need to invoice them by batch as well.
Note: You can also do bulk actions if you’re managing a number of jobs and this saves time compared to sorting out a job individually.
1. From the Job screen, select the corresponding jobs by ticking the corresponding boxes on the left side and click Bulk Actions. In the following example, we selected the bulk action called “Invoice & Close Jobs.”
Generating Invoices
There’s a couple of ways to generate an invoice and one is selecting Invoice and Close Job from the job screen. The other way of doing it is going to Invoice tab and click New to generate an invoice manually.
1. To manually generate an invoice, choose the Invoices Tab on the Job Card for which you wish to generate an Invoice and then click +New button. The Invoices screen will display and click New.
2. Confirm the Customer Details and Billing Address. Edit these as required.
3. Confirm the Invoice Details, Invoice Totals and Work Undertaken. Edit any information as required.
4. In the Admin section, choose to mark the Invoice as Needs to be Posted and/or Needs to be Emailed by checking or un-checking the toggle boxes as required.
5. When you are ready, click the Save button.
Download an Invoice as a PDF
1. On the Invoice Details screen, select your invoice template and click the View Invoice
Note: You can also click on the arrow on the left side of View Invoice and it allows you to select the invoice template.
Send an Invoice via Email
On the Invoice Details screen, click the Email Invoice button. The Email Invoice pop-up window will display.
1. Select the required Invoice Template from the dropdown box. Think of the Invoice Template as the format of the PDF Invoice which will be attached to the email.
2. Select the required Email Template from the dropdown box. The Email Template controls the format of the actual email body content and subject line
3. Select the address to send the email to from the list. If the address you wish to send to is not in the list you can type it in the Additional box.
The Subject line and email body content will be automatically populated based on your Email Template. You can edit and change this information as required. When you are ready, click the Send Email button.
Note: Email Templates can be set up in Administration → Email Templates → Invoice.
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