Managers and Service Agents have the ability to create invoices for customers. Invoices can be created in different ways, but the most common method is from an existing job record. You can also create invoices from a customer profile or from the ‘Invoices’ page found in your left side menu.
1) From the Team Schedule page, open the Job Record for which you want to create an Invoice.
Alternate Method 1: Open the customer profile, hover over the green action button, and select 'Invoice’ from the options.
Alternate Method 2: Open the 'Invoices’ page from the left side menu and click the 'Create Invoice' button.
Alternate Method 3: Open the 'Schedule' page from the left side menu and choose the job you want to create the invoice for.
Within the job, click 'Invoices' in the header.
Then, on the 'Invoices' page, click 'Create Invoice'.
2) If created via a job record, the Customer, and linked job will be automatically populated and un-editable. You can change the Invoice Title and the invoice Due Date here (the initial Due Date is set as a default by your administrator).
3) Add line items
In the search bar that says 'Item', start typing the name of a line item to add it to your invoice. When you see the item you want in the list, click on it.
Once the line item as been selected you can edit the item description, unit cost, unit price, quantity, or enable/disable tax. Clicking on the arrow within the price field will allow you to apply a default mark up. Clicking on the arrow within the quantity field will allow you to import the related jobs actual duration, scheduled duration or time logged to the line item. Once these are set, click the 'Add Item' button.
Once the first item has been added, click the eye icon on the right to select the visibility of that line item for your customer, the pen icon to edit the item, or the trash icon to remove it from the invoice. You can also click the 'Add Item' button to add another line item.
To add another line item that is not already saved in the system, click in the Item search bar, then click 'Create New Line Item'.
In the Create Item box, enter the item name, type, SKU (if applicable), unit cost, unit price and description. Decide whether to track inventory on this item, and click 'Create Item'. This will save the item in your repository and add it to the current invoice.
4) Add Notes or Files and attach a Contract
Once you're finished adding line items you can add a note for the customer, attach files or add a contract to this invoice in the area on the bottom left.
To add notes, simply start typing in this box, it will automatically save. These notes are shown near the top of the invoice PDF.
Click 'Files' then 'Upload File' to upload files you want to attach to this invoice.
Click contract to select one of your default contracts to share with the customer when you email the invoice out. This is useful in getting customer sign-off on an invoice.
5) Review the total, add a discount / surcharge and edit the tax rate for this invoice.
In the area shown, on the right side you can:
Change the tax rate - The default tax rate from your company settings are used by default, but it can be modified on a per-invoice basis. Only line items that are designated to be taxed will have tax applied.
Add a credit card fee - This allows you to directly charge your customer a fee for using a card.
Add a discount or surcharge - This will add or subtract a percentage or fixed amount from the invoice total.
Review the total - You will see the subtotal, tax rate and total (including tax if applicable) shown here.
6) Once your invoice is ready, click ‘Save Invoice'.
When your invoice is saved, you'll be taken to the Invoice Record page. Review the invoice and make sure it all looks correct. Click 'Edit Invoice' if you want to change anything.
7) Preview the invoice and send it to the customer
On the invoice record page, click 'Preview' to generate a preview of the invoice to review, save, or email to the customer.
On this page you can review the invoice, click 'Email to Customer' to send it directly to your customer, or select 'Download PDF' to store it on your computer.
When you click 'Email to Customer', a window will pop up to confirm the details of the email. You can change the 'From', 'To' and 'Cc' fields, as well as editing the email body. Your default email body can be set on this page.
You can toggle on 'Include Signature Request' to ask your customer to sign off on the invoice if it's accepted, or 'Include Payment Request' if you want to request that your customer pays via credit card online.
You can attach files to the invoice email by clicking 'Upload Additional Files'. You can also add job files by clicking the dropdown menu under 'Visible files'. This will let you attach files that are stored in the related job.
Once you've prepared the invoice email click 'Send'.
8) Accept Payment for the Invoice
Back on the invoice record page, click 'Finalize Invoice' to move the status of the invoice from 'Invoice draft' to 'Invoiced' which indicates it's out to the customer for payment.
Once you have clicked 'Finalize Invoice' and converted the status to 'Invoiced', you can accept payment for this invoice. Click the 'Payment' button:
In the window that pops up you have three choices. 'Take Payment' (key in credit card), 'Request Payment' (credit card payment request), and 'Mark Payment' (manually record payments including cash, checks, bank transfers, and credit card payments not taken through FieldPulse).
FieldPulse Payment allows you to accept a credit card payment directly through the web app by keying in the card details. To use this feature, you'll have to set up FieldPulse Payments, our built in payment processing that is included in your subscription. Contact our Customer Success team to get this set up.
Request Payment will generate an email to the customer with the invoice PDF attached, requesting that they pay it online by credit card. Once they pay, the invoice will automatically be marked as paid (or partially paid if requesting less than the full amount).
Once the customer has paid in full and the payment has been entered using any one of these methods, the invoice status will change to 'Paid'.
Congratulations, you've just created a new invoice, sent it to your customer and accepted payment! If you need any help please email us at firstname.lastname@example.org or live chat with us using the blue button in the bottom right corner.