Invoice a work order and record payment

A completed work order is invoiced to the customer's account. You then record what the customer pays, and you can credit the invoice and record a refund if the job has to be reversed.

Before you start

• The work order must be Completed. See Schedule and complete a work order.
• A job done on the phone must also be approved by the office, with every billable extra approved or rejected. See Review finished jobs.
• You need the right Invoice and record payments for Services & Maintenance.

Steps

1. Open the completed work order, or open Field jobs → To review and select the To invoice tab.
2. On a job page, select Invoice the job in the Office card. On the work order, open Create invoice under Actions and select it. The order moves to Invoiced and gets an invoice reference starting with SVC-.
3. When the customer pays, open the work order and open Record payment.
4. Type the Amount and choose the Method: Cash, Bank, Card or Other.
5. Select Record payment. Repeat for part payments until the total is paid.

To reverse an invoice:

1. Open Issue full credit, type the Credit reason in Details and select it. The order moves to Credited.
2. If the customer had paid, open Record refund, choose the Method and select it.

Good to know

• What a job's invoice holds. For a job with a job sheet, the invoice carries the price basis (the quote on a fixed price, nothing on a contract or warranty job), the approved extras and, on time and materials, the time and materials used. Extras waiting for approval block the invoice.
• If your organisation has an active job-review rule in Workflows, the office's Approve job also settles that approval, so the job is reviewed once.
• The invoice is an operational billing record. It puts the amount on the customer's account, and on the Books ledger when Books is switched on, but it is not a tax invoice format and it is not sent as an e-invoice. If you need a tax invoice, issue it in Books.
• Record payment records money you have already received. It does not charge a card or a bank account. The payment cannot be more than what is left to pay.
• Issue full credit credits the whole invoice. Parts used on the job stay used: they do not go back into stock. The credit also reduces the job's revenue and margin (a Credit notes line in the margin).
• A refund returns the amount paid, once, after the credit.
• If Books is switched on when the invoice is created, the sale, VAT and customer balance are posted there. Switching Books on later does not post earlier invoices.
• The job's margin then shows what was invoiced and collected: see Read a job's margin. Analytics can show the billed and outstanding amounts of your work orders: see Build an analytics dashboard.