Summary
An Invoice is a document in which your customer references to pay for your services. It can be emailed directly to the customer, who can then pay it online. Or, you can print it and leave it behind at the time of service.
Key Points
An Invoice is generated by the Billing Frequency selection in the Work Order
Invoice Description in the Work Order is for frequencies other than For Every Work Order
Define what's in your Invoice through Document Templates
Add a payment from the Invoice
Invoice status is based on Billing Terms
Write off an Invoice as bad debt
Search for specific Invoice properties from Sales > Invoices
Refresh Billing Address
Billing Frequency selection in the Work Order
From the Billing tab in the Work Order determine the Billing Frequency. The default selection, For Every Work Order, will generate an Invoice when the status of that Work Order is updated to Complete.
Monthly, Bi- Monthly, Quarterly, Yearly and One-Time will generate an Invoice on the date of your choosing.
Invoice Description
Invoice Description in the Work Order is for frequencies other than For Every Invoice. The information here is meant to be a summary of the services done. For example, you might have eight services performed every month and summary of Commercial Monthly Service is all the customer needs.
Invoice Document Templates
Determine what is in (or not in) your Invoices by managing the Invoice template at Settings > Document Templates. The center stack contains the contents that will be in your Invoice. You can 'drag and drop' these up and down the stack so they appear in the sequence you want.
From the Available Sections on the bottom right you can 'drag and drop' any section into the middle of the stack to include it in your Invoices. Conversely, 'drag and drop' any section out of the middle of the stack and place it in Available Sections to remove it from your Invoices.
More information about Document Templates is available at Settings - Document Templates
Add a Payment from the Invoice
If a customer's Payment pays one Invoice, it's easy to apply that Payment from inside the Invoice. Open the Invoice and click the Add Payment button in the bottom right. Make the payment as you normally would.
More information about Payments is available at Payments - getting started
Invoice Status is based on Billing Terms
Our system has four Invoice Statuses: Paid, Unpaid, Overdue and Bad Debt. Paid means just that, the Invoice is paid in full. Unpaid means that some or the entire portion of the Invoice is not paid. Overdue means that the time to pay the Invoice has passed its Billing Term. Bad Debt means you believe this Invoice will never get paid.
Billing Terms define the time you're allowing the customer to pay the Invoice. For example, NET 15 means you are giving the customer 15 days to pay the invoice before it becomes Overdue. Other examples include NET 30 (30 days to pay) and ON COMPLETION, which means the customer pays at time of service; if it's not paid at that time the Invoice becomes Overdue the next day.
Billing Terms are selected from a customer's Billing page and are defined at Settings > Billing Terms.
More information about Billing Terms is available at Settings - Billing Terms
Write off as bad debt
When you feel a customer is not going to pay an Invoice you can set it as Bad Debt in the Invoice itself. Bad Debt Invoices are not included as part of your Sales, Account Receivables, and are not synced to QuickBooks Online, if you are using that program.
You can see your Bad Debt Invoices at Reports > Invoices List. Click Add Filter, select Status and select Bad Debt. You an also see these at Sales > Invoices. Filter the Status (Bad Debt) and click the Filter button.
Search for specific Invoices from Sales > Invoices
Go to Sales > Invoices. Here you can use the most common parameters available for an Invoice search. These include:
FROM (Date)
TO (Date)
CUSTOMER
SERVICE LOCATION
BILLING TERMS
INVOICE DELIVERY PREFERENCE
ROUTE
STATUS
SERVICE TYPE
PURCHASE ORDER #
SYNCED TO QB ONLINE
More information about Invoice searching is available at Sales > Invoices...
Refresh Billing Address
From time-to-time the Address information needs to be updated. When you update the Address information in a customer's Billing or Location Page, all new Invoices will contain those updates. To update existing Invoices, follow these steps after updating the account:
Edit an Invoice
Click the Refresh Circle to the right of the Billing Address
Click Save
Reopen the Invoice to see the new information
Continue on to Payments - getting started