Correct Workflow for Estimates and Invoices
This article explains the proper process for creating invoices in the system when working with estimates and linked jobs. Following this workflow ensures that estimates and invoices stay connected and prevents duplication issues.
⚠️ Common Issue
Some users mistakenly create invoices directly from the estimate job. When a linked job is later created for the actual work, this can result in duplicate invoices.
✅ Correct Workflow
1. Create an Estimate Job
When a customer calls for an estimate, create a new job.
Set the Job Type to Estimate Request.
Schedule the appointment, but do not create an invoice at this stage.
2. Technician Creates the Estimate
During the appointment, the technician completes the estimate.
Send the estimate to the customer for review and approval.
3. Customer Accepts the Estimate
Once the customer approves (often with a signature), move to the next step.
4. Create a Linked Job
From the estimate job, create a linked job for the actual installation or service work.
This linked job becomes the active job where the work is performed and billed.
5. Generate the Invoice from the Linked Job
Always create the invoice from the linked job, not the original estimate job.
This keeps the estimate and invoice tied together under one structure.
6. Close Out the Estimate Job
Mark the estimate job as complete once the linked job is created and in progress.
This step is especially important if the estimate was free, since no billing belongs on that job.
🔄 Handling Scope Changes
If the scope of work changes after the estimate has been accepted:
Do not create a new job.
Instead, update the existing linked job by:
Adding a new visit
Creating a revised estimate
Issuing an additional invoice (if needed)
This ensures all work and documentation remain within the same job thread.