About Invoices

    Once a work order is completed, an invoice may be issued through Service Automation.

    An invoice is a financial document that specifies labor, material, and other charges as well as the tax and invoice total amounts.

    A service provider can issue an invoice only once a work order is either in the Completed or Completed/Confirmed status. A facility manager may then review and process invoices: approve, hold, or reject them. An invoice cannot be created without a work order, and each work order can only have one invoice.

    Items Listed on an Invoice

    On an invoice, you may see:

    • Details of the invoice, including the invoice number, posted date, remit-to address, and invoice status.
    • Details of the work order, including the tracking / work order / purchase order numbers, NTE amount, problem description, name of the person who placed the original request, date the work was completed, and location where the work was completed.
    • The contractor who performed the work, including the check-in and check-out times, number of technicians who worked on the work order, and total number of hours worked by all technicians.
    • Labor and material amounts, either in total amounts or itemized.
    • Travel and invoice amounts.

    How to Access the Invoices List

    On the top navigation bar, click Invoices. The Invoices List appears with permissioned invoice report options listed.

    Types of Invoices

    In Service Automation, there are two types of invoices: a Standard Invoice and a Line Item Invoice. Depending on your system configuration, providers create either a Standard Invoice or a Line Item Invoice.

    Standard Invoice

    A Standard Invoice reflects labor, travel, material, and freight charges. It does not, however, break down labor and material costs.

    The Summary tab of the Standard Invoice

    Line Item Invoice

    A Line Item Invoice includes labor, travel, material, and freight charges as well as itemizes labor and material costs.

    The Summary tab of the Line Item Invoice

    The Labor tab of the Line Item Invoice that breaks down labor costs.

    The Material tab of the Line Item Invoice that itemizes material charges.

    Transferred Invoices

    A transferred invoice is an approved invoice that has been sent to your company's accounting department for payment. Both Standard and Line Item Invoices can be transferred invoices.

    When configured, all approved invoices are combined into one file. This can be done once a day, a week, or a month. The file is then sent to your company's accounting department for payment. All invoices included in that file are transferred invoices.

    In Service Automation, transferred invoices are marked with a special icon that is displayed both on the Invoices List and on the invoice details page.

    The transferred invoice icon on the Invoices List

    The transferred invoice icon on the invoice details page