Creating an Invoice

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:

Create Invoice Link

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 will not be 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:

Create Standard Invoice

  1. On the desired work order, click Create Invoice. The Invoice summary page will appear.
  2. Enter a unique Invoice Number.
  3. (Optional) Click the calendar icon to change the Invoice Date. A calendar popup will appear. (Note: Invoice Date cannot be earlier than Completed Date.
  4. Select the correct Remit To.
  5. Enter a complete Description for the work done.
  6. Enter the amounts for Labor, Travel, Material, and Freight, if necessary.
  7. Select a category from the Other drop down menu and enter the amount, if necessary.
  8. Enter the Tax, either the percentage or the monetary amount, if applicable.
  9. Click Send Invoice. The invoice is created and the Invoice Summary page 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.

Create Line Item Invoice

  1. On the desired work order, click Create Invoice. The Invoice summary page will appear.
  2. Enter a unique Invoice Number.
  3. (Optional) Click the calendar icon to change the Invoice Date. A calendar popup will appear. (Note: Invoice Date cannot be earlier than Completed Date.
  4. Select the correct Remit To.
  5. Enter a complete Description for the work done.
  6. In the middle of the page, click the Labor tab. The Check-In list will appear, with the check-in/check-out times of when technicians were onsite working.
  7. From the Skill Level Required drop down, select the skill level of each person who worked on the work order.
  8. From the Type Required drop down, select the rate type for the job.
  9. Enter Number of Techs for each line.
  10. Enter Hourly Rate for each line.
  11. Enter Hours for each line. Line item total populates as well as total labor amount.
  12. In the middle of the page, click the Material tab. The Material page appears.
  13. Enter Description of each material.
  14. Enter Part # of each material.
  15. Select Unit of Measure for each material.
  16. Enter Unit Price for each material.
  17. Enter Quantity for each material. Line item total populates as well as total material amount.
  18. In the middle of the page, click the Summary tab. The summary page appears with the Labor and Material amounts populated.
  19. Enter the amounts for Travel, and Freight, if necessary.
  20. Select a category from the Other drop down menu and enter the amount, if necessary.
  21. Enter the Tax, either the percentage or the monetary amount, if applicable.
  22. Click Send Invoice. The invoice is created and the Invoice Summary page appears.

How to Add Attachments to Invoices:

  1. In the middle of the invoice summary page, click the Attachments tab. The list of current attachments will appear.
  2. Click Upload File. The Upload Attachment overlay appears.
  3. Click Browse a file. Your computer files pop up appears.
  4. Select applicable file.
  5. Enter Description of attachment, which will become the attachments name in the system.
  6. Click Upload. The attachment is added to the list.