Billing your customers for work carried out on a Works Order can be done in the following ways:
Ad-hoc invoices
Invoice Run
If you need to produce invoices individually, perhaps once work is complete or in advance, then you should use Ad-Hoc Invoices. Otherwise if you need to bill multiple Works Orders and want to create them in one go, maybe as a weekly or monthly task, then the Invoice Run should be used.
Ad-Hoc Invoices
These can be produced at any time as part of the Works Order process, although if you have already invoiced for some items, then a duplicate invoice will not be created. To get started, simply click Invoice Works Order and you will see the below form appear.
Name
Does not appear on invoices by default, but will show in the Description
Invoice Date
Defaults to today’s date and is the date which appears on the invoice, useful if multiple invoices will be raised from the same Works Order over different days
Invoice up to Date
Defaults to the Works Order’s Start Date and for ad-hoc invoices it can be left alone, since this will invoice all parts where their order date is on or before this date.
Description
Notes for you to make which are used for your reference
Only invoice returned items
If set to Yes, then only items which have been returned will be billed, any remaining work can be invoiced at a later stage
If set to No, then all items will be invoiced, regardless if they are still being worked on or not
Defaults to Yes, but setting this to No could be useful if you need to create advance invoices
Once you have completed the form then click Ok and the invoice will be produced, ready to be processed.
Invoice Run
The Invoice Run is great when it comes to producing invoices for multiple orders at once and is the best choice if you have dozens or hundreds of Works Orders to bill because you can do them all in just a few clicks.
To get started go to Invoicing > Invoice Run and you will see the form below appear:
Name
Used to identify the invoice batch and is for your reference only
Invoice Date
This date will appear on the invoices that get produced, including the documents
Invoice up to Date
This date is used to pull in all of the uninvoiced Works Orders with a Start Date on or before this date
Description
Your own notes you can use to identify this invoice run and explain what is being charged and why
Depots
Only orders belonging to the depot chosen here will be invoiced
Leaving blank will invoice the orders for all depots (if you have multiple depots set up)
Invoice Run Code
Entering a run code will only pick up orders which have the run code you select here and may span multiple customers unless the Account filter is used
Account
Choosing an account here will only pick up orders for the customer you select and can be combined with the run code filter
Leaving blank will not apply a filter and will choose all customers
Include in Invoice Run
Selecting Yes will pull in the orders of the chosen type into the invoice run for billing. Choosing No instead will not bill them in this run
This is split into 2 sections - Rental/Sale Orders and Works Orders so that you can choose whether to do a Works Orders only invoice run, Rental Orders only or even both
Particularly useful if you have different people responsible for different invoices, maybe your Accounts team for rental invoices and a Workshop Foreman for repair invoices etc because they can both carry out their tasks without interfering with the other
Only Invoice Returns
Selecting Yes will only charge items that have been collected from the customer (rental orders) or when the service/repair is finished (works orders)
Once you are ready to begin the Invoice Run, click Ok and you will receive an email once the invoices have been produced.
The invoices can now be viewed and processed as part of an Invoice Batch, if you would like to learn more about Invoice Batches and their next steps, please see our guide at https://intercom.help/OnRent/en/articles/3827328-posting-invoice-batches