A work order may be invoiced once it is in either the Completed or Completed/Confirmed status. An invoice cannot be submitted for more than the NTE amount.
The Create Invoice link appears for any work order that is ready to be invoiced:
Note: Should your CSA account status be Restricted, you will not be able to submit invoices for work orders.
Invoice Requirements and Considerations
A few things to consider:
- Depending on your client's requirements, you may create either a Standard Invoice or a Line Item Invoice.
- When creating an invoice, you must enter a unique invoice number; your client may also require you to enter a description of the completed work. You are not able to save the invoice without this information.
- Once an invoice is submitted, it cannot be edited. Should you need to reissue an invoice, you must void the invoice before the client takes action on it.
- Invoices rejected by the client cannot be edited. You must create a new invoice.
How to Create a Standard Invoice
- On the desired work order, click Create Invoice.
- Enter a unique Invoice Number.
- (Optional) Click the calendar icon to change the invoice date.
Note: The invoice date cannot be earlier than the completed date. - Click Confirm.
- Select the correct remit-to address.
- Enter a complete Description for the work done.
- Enter the amounts for Labor, Travel, Material, and Freight, if necessary.
- Select a category from the Other drop-down menu and enter the amount, if necessary.
- Enter the Tax, either the percentage or the monetary amount, if applicable.
- Click Send Invoice. The invoice is created, and the Invoices List appears.
How to Create a Line Item Invoice
Note: Line Item Invoicing is also available through the Invoice Template. See Line Item Invoice Template for more information.
- On the desired work order, click Create Invoice.
- Enter a unique Invoice Number.
- (Optional) Click the calendar icon to change the invoice date.
Note: The invoice date cannot be earlier than the completed date. - Click Confirm.
- Select the correct remit-to address.
- Enter a complete Description for the work done.
- In the middle of the page, click the Labor tab. The check-in/out list appears, with the check-in and check-out times of when technicians were working onsite.
- From the Skill Level Required drop-down list, select the skill level of each person who worked on the work order.
- From the Type Required drop-down list, select the rate type for the job.
- Enter Number of Techs for each line.
- Enter Hourly Rate for each line.
- Enter Hours for each line. Line item total populates as well as the total labor amount.
- In the middle of the page, click the Material tab. The Material page appears.
- Enter Description of each material.
- Enter Part # of each material.
- Select Unit of Measure for each material.
- Enter Unit Price for each material.
- Enter Quantity for each material. Line item total populates as well as the total material amount.
- In the middle of the page, click the Summary tab. The Summary page appears with the labor and material amounts populated.
- Enter the amounts for Travel and Freight, if necessary.
- Select a category from the Other drop-down menu and enter the amount, if necessary.
- Enter the Tax, either the percentage or the monetary amount, if applicable.
- Click Send Invoice. The invoice is created, and the Invoices List appears.
How to Add Attachments to Invoices
- In the middle of the invoice summary page, click the Attachments tab. The list of current attachments appears.
- Click Upload File. The Upload Attachment overlay appears.
- Click Browse a file and select the applicable file.
- Enter a description of the attachment.
- Click Upload. The attachment is added to the list.