Invoices

Invoices are used to track your revenue. A technician will create an invoice in the field, collect payment, an approval signature, and then submit the invoice for the office to review.

Invoice Listing

To view a listing of invoices:

1. Click on the ServiceLine logo in the upper-left corner of the page to navigate to the home page.
2. Click on "Invoices" in the menu at the top of the page.

Statuses

Each invoice has one of three unique statuses assigned to it.  They are:

• Open: The technician is currently working on the invoice in the mobile app, and it is not yet submitted.
• Approved: The customer has signed off on the invoice and the technician has submitted the invoice to the office to review.
• Closed: The office has confirmed the invoice is accurate, closed it, and (optionally) saved it in QuickBooks.

*Note: An invoice with the "Open" status can not be edited by the office because it is assumed the technician is still working on it in the field.

 

Filtering and Searching

Searching and filtering your invoices is very simple.

If you need to perform a quick search, use the "Search Invoices" form at the top of the invoice listing. This will search all of your invoices across the following fields:

• Invoice Number (exact)

You can also filter your purchase orders using the following facets:

• Start and End Date (exact)
• Service Type (exact)
• Balance Due (exact)
• Status (exact)

Exporting

You can export a list of invoices using the "Export to Excel" button in the upper right hand corner of the invoice list.

 

Invoice Details

On the Invoice listing page, click on any invoice number or the customer name to open the invoice.

By default, the purchase order interface will show you the following 4 tabs:

1. Lines - The "Lines" tab allows you to manage the lines in the invoice.
2. Payments - The "Payments" tab allows you to manage the payments against an invoice. Payments can only be managed if the invoice has a non-zero dollar balance.
3. Debriefs - The "Debriefs" tab allows you to easily see the debriefs associated with the job that the invoice is associated with.
4. Details - The "Details" tab allows you to make updates to the invoice if it has the status "Approved".

Adding a Line To an Invoice

1. Locate an approved invoice you need to add a line to.
2. On the Lines tab, click the "Add Line" button.
3. Search for the task you want to add to the invoice.
4. Enter the quantity, price, and discount amounts.
5. Enter a description, if applicable. The description of the task will be used if no other notes are entered in the description box.
6. Click the "Save Line" button to save your work.

Approved Invoice:

Adding a Line to a Task:

Deleting a Line on an Invoice

1. Locate an approved invoice you need to delete a line from.
2. On the Lines tab, click on the task you want to delete.
3. Click the "Delete Line" button.

Adding a Payment to an Invoice

1. Locate an approved invoice that has a balance.
2. Click the "Payments" tab.
3. Click the "Add Payment" button.
4. Enter the payment details.
5. Click the "Save Payment" button.

Note: Payments can not be edited or deleted once saved.

Approved Invoice with a Balance:

Adding Payment to Invoice:

Closing an Invoice

The office is responsible for closing an invoice and will indicate to ServiceLine that an invoice is completed and ready to be synchronized with QuickBooks.

To close an invoice:

1. Locate an approved invoice you want to close.
2. On the Lines tab, click the "Close Invoice" button on the bottom-right of the page.

To read more information on how the invoice is synchronized with Quickbooks, click here:  Read More

Notifying a Customer that an Invoice is Closed

ServiceLine can also notify the customer that the invoice is closed by sending them a thank you email as well as a PDF copy of the invoice. The "Email Address" field must have a valid email address in it for this option to be available.

To notify a customer that an invoice is closed:

1. Locate the Invoice that was Closed.
2. On the Lines tab, click the "Send Invoice to Customer" button at the bottom of the screen.

A notification will appear at the top of the page, letting you know the email was sent successfully.