Viewing and Voiding Invoices on the Invoice List

    On the Invoices List, you may view invoices you have submitted to clients. Through this, list you will have transparency with the invoice processing cycle, so you will know which invoices are open, approved, placed on hold, rejected, and paid.

    On this page, you may view the Invoices List, take action on invoices, filter invoices, and search for invoices.

    How to View the Invoices List

    On the top navigation bar, click Invoices. The Invoices List appears.

    Invoice List

    Invoices List

    On the Invoices List, you can see an overview of the invoice details, including the invoice number and amount; invoice status and date; trade, client, and location the work was done; number of attachments; and work order number. The status of the invoice appears listed on the invoice as well as a colorized bar across the top of the invoice.

    To the right of each invoice is the Actions button, where you can take actions on one invoice. You may also take actions on multiple invoices at once. See Taking Action on Invoices, below.

    Taking Action on Invoices

    As a service provider, you may either void open invoices or view invoices. You may take action on a single invoice, multiple invoices, or all invoices at once.

    Taking Action on a Single Invoice

    To the right of each invoice is the Actions button. This allows you to take the appropriate action for that specific invoice.

    • For all invoices, you can see the View option, which allows you to see the actual invoice with full details.
    • On "Open" invoices only, you can see the Void option. As submitted invoices cannot be edited for adjustments, you must void the invoice and then resubmit it with the appropriate changes.

    How to View a Single Invoice

    Locate the desired invoice and click Actions > View. Alternately, click the invoice number in the top-left corner of the desired invoice. The invoice appears.

    To exit the view, click Close in the top right corner.

    Note: When you open an invoice, it opens with a unique link in the address bar. You may share the link with other users for a quick review of the invoice, such as users in your company or a permissioned client user.

    Invoice - Unique url

    How to Void a Single Invoice

    1. Locate the desired invoice and click Actions.
    2. Click Void. A confirmation box appears.
    3. Click OK. The invoice is removed from the Invoices List.

    Taking Action on Multiple Invoices

    To the left of each invoice is a checkbox, which allows you to check the individual invoices on which you want to take action.

    On the top of the list, a checkbox left of the number of invoices listed allows you to take action on all invoices. At the bottom of the page, you can see a blue bar with the actions you can take, and the number of invoices on which you can take that action next to each action.

    In the example below, 2 invoices are selected: one is Approved and the other is Open. At the bottom, notice that a '1' is next to 'Void' but a '2' is next to 'Print.' This means that out of the 2 invoices selected, you can only Void one of the invoices (the Open invoice). You are always able to view all invoices selected.

    How to View Multiple Invoices or All Invoices

    1. Check the box next to the desired invoices, or select the checkbox on the top to select all invoices.
    2. At the bottom of the screen, click Print. The Print Choice overlay appears.
    3. Select Invoices Only, Attachments Only, or Invoices and Attachments, and then click Print. The invoices appear.
    4. View or print all invoices that appear on the screen.
      Note: To print invoices, you have to print them separately from the actual invoice.

    How to Void Multiple Invoices or All Invoices

    1. Check the box next to the desired invoices, or select the checkbox on the top to select all invoices.
    2. At the bottom of the screen, click Void. The Void Invoice overlay appears.
    3. Click OK. The invoices disappear from the list.

    Filtering Invoices

    Filters along the top of the Invoices List allow you to list invoices by status, while the Filter By control allows you to filter invoices by other criteria.

    The following filters are available, and you may use as many as required for your business needs. You may also save selected filters and clear all filters once you are finished.

    • Date. You may filter invoices by the following date types, using either the past month, past 3 months, past year, or custom date range.
      • Invoice date
      • Action date
      • Posted date
      • Paid date
      • Call date
      • Audit date
      • Approval date
      • Transferred date
    • Attachments. Use the appropriate checkboxes to filter invoices that either do or do not have attachments.
    • With IVR or Mobile Check-In. Use this checkbox to filter invoices where technicians checked into the work order using either IVR or the GPS Mobile app.
    • Has Proposal. Select this option to display invoices that have a proposal.
    • Starred. Use this checkbox to filter all invoices that were marked with a star.
    • Exclude invoices. Use the appropriate checkboxes to exclude $0 invoices and transferred invoices.
    • Amount. This filter gives you the option to view invoices within a certain currency amount range.
    • Location. You may list invoices by any of the following location details:
      • Location ID
      • Location name
      • Region
      • District
      • City
      • State
      • Country
    • Trade. Use this filter to drill down into invoices specific to your trades. You may select as many trades as needed to add to the filter.
    • Category. Each category configured in Service Automation is available for you as filters. Select one or more checkboxes to search for invoices in those specific categories, or select All to search for invoices in all categories.
    • Subscriber. Use this filter to list invoices specific to a particular subscriber. You can only view one subscriber at a time using this filter.
    • Status. Along the top of the Invoices List, you can see all invoice statuses. Click any of the statuses to see all invoices in that status. To filter by multiple statuses, use the Status filter on the left side of the page.
      • Open. The invoice has been submitted by a contractor and is awaiting review by the client.
      • On Hold. The invoice has been reviewed by the client but requires further review before further action is taken.
      • Rejected. The client denied the invoice. The contractor may need to resubmit the invoice after discussion with the client.
      • Approved. The invoice has been reviewed and accepted by the client.
      • Paid. The invoice has been paid by the client. (For clients using ServiceChannel's Payment Manager module)

        Note: Clients who do not use ServiceChannel's Payment Manager do not have invoices appear as 'Paid' in Service Automation.

      • Reviewed. When a client has multiple levels of invoice approvers, an invoice remains in this status from the time the first person approves the invoice until the final person approves or rejects the invoice.
      • Disputed. On the invoice, the entered tax does not match the system validation. (For clients using ServiceChannel's Tax Validation module)
    • Priority. You may list invoices specific to a certain work order priority, as determined by the client.

      Note: This filter does not specify which priority is linked to which subscriber. Use this filter sparingly.

    Note: The most common reason invoice filtering comes up empty is because the filtering criteria have been entered too specifically. Should initial filtering come up empty, perform broader filtering and narrow it from there.

    Saving Filters

    After selecting the appropriate filters, you may save the filter set so that you can retrieve those invoices without going through the process again.

    You may also edit the filter to refine the criteria, as needed.

    Saving Invoice Filters

    How to Save a Filter

    1. On the left panel, select the appropriate filters to view the necessary invoices.
    2. At the bottom of the panel, click Save Current Filter.
    3. Enter the filter set name. Note: Use only letters, numbers, and dashes. Do not use special characters like &, *, $, or #.
    4. Click Save Filter. The filter is saved, and its name is displayed in the first drop-down menu on the top of the left panel.
      Saved Filter in Drop-Down Menu

    How to Edit a Filter

    1. At the bottom of the left panel, click Edit Filters.
    2. Select the desired saved filter, and then click OK.
    3. Edit any criteria, as needed.
    4. At the bottom of the left panel, click Save Current Filter.
    5. Leave the current name, and then click Update Existing Filter. The filter criteria are updated with the latest edits.

    Clearing Filters

    At any time, you may clear all filters selected on the Invoices List. This resets the Invoices List back to the default settings.

    How to Clear Filters

    At the bottom of the left panel, click Clear All Filters. All filters are reset to the default settings.

    Searching for Invoices

    On the Invoices List, you may also search for specific invoices by the following criteria:

    • Invoice number
    • Tracking number
    • Work order (WO) number
    • Batch number
    • Payment/Check number
    • Approval code
    • Purchase order number