Creating a new invoice

An invoice is a financial document that a field service business issues to its clients to request payment for services provided. It details the work completed, parts used, labor costs, and any applicable taxes or discounts. Invoices help track revenue, manage payments, and maintain clear financial records between your business and customers.

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To create an Invoice

Navigation: Accounting ->Invoices -> + New Invoice

1. Select the “Accounting” module from the left navigation menu and choose “Invoices.”

The Invoices page displays existing invoices and details such as invoice number, invoice date, due date, and status.

2. Select + New Invoice in the top-right corner.

3. Select “Customer,” “Organization,” or “Property” to associate with the invoice.

4. To link the invoice to a job, property, quote, or project, select + Add in the associations section. Select the required module and record, then select Proceed.

   If the selected job has a linked quote, the Set Up Invoice Line items dialog appears. Choose how to handle the quote’s line items before proceeding. For details, see Choose how quote line items carry over.

Choose how quote line items carry over

When a job has a linked quote, the Set Up Invoice Line items dialog lets you choose how the quote’s line items are handled. The dialog also appears when you create an invoice from the job details page by selecting + and then Invoice. Do not associate the quote is selected by default.

• Replace Job’s line items with the Quote’s line items: Adds only the quote’s line items to the invoice and adds the quote to Association(s).
• Merge Quote’s line items: Combines both the job’s and the quote’s line items together on the invoice and adds the quote to Association(s).
• Only associate the quote: Keeps only the job’s line items on the invoice while still linking the quote to Association(s). The quote’s line items are not added.
• Do not associate the quote: Keeps only the job’s line items on the invoice and does not link the quote to Association(s).

Select an option and click Proceed, or select Cancel to close the dialog without taking any action. You can still add, edit, or remove line items afterward.

Note: To remove the quote later, select the x on the quote in Association(s). If the invoice has line items from that quote, the Remove Line Items dialog opens. Select Remove to remove the quote and its line items.

5. The billing and service contact details are automatically populated based on the selected customer or organization.

6. Fill in the mandatory fields in the Invoice Details section:
   1. Invoice Date
   2. Payment Term
   3. Due Date
   4. Invoice Template
7. Click ”+ Add” in the Parts & Services section and select an option to add parts, products, or services to the invoice, such as Line Item, Bundle, Section, Item Group, or Custom Line Item.

Note: When you add a non-billable item directly to an invoice, the cost of that item will be included in the total. This ensures that non-billable items are tracked when manually added to the invoice. However, if you include a non-billable item in a transaction (such as a job or contract) and later convert that document into an invoice, the non-billable item will not appear on the invoice. This is because non-billable items are excluded from the billable total.

Updating markup for Parts, Products, and Services

After adding parts, products, and services, you can edit or update the Markup value and its discount by following these steps:

• Locate the line item in the list of added parts, products, or services.

• Click the icon next to the item you want to update.

  

• Choose the Edit option. An Edit Line Item pop-up will open.

• Adjust the markup type to Flat (+),Percentage (%), or Multiplier (x) based on your requirement and enter the desired value for the selected markup condition.

  

• Click Update Line Item to apply the changes.

8. If Track Serial Number is enabled and Mandate Serial No is turned on in Settings, you must enter a serial number before proceeding.
9. After adding parts and services to the invoice, transactional discounts and global taxes will be applied.

Note:

• If a line item includes a custom tax, transactional discounts, and global taxes cannot be applied.
• Transactional-level discounts apply only when all parts and services in the quote are either fully taxable or fully non-taxable.

10. Payment Methods: Select the payment methods you want to offer the customer for this invoice. You can turn individual payment methods on or off as needed.
11. Enter the details for any custom fields configured in the settings.
12. Click ”+ Add Attachments” to upload any invoice-related files.
13. Click “Save as Draft” in the top-right corner of the page to temporarily save the invoice. In the confirmation pop-up, click “Save as Draft” again to confirm.

The invoice is created successfully.

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Handle zero-amount invoices

A zero-amount invoice, such as one created for a warranty visit or a fully discounted job, does not automatically move to Paid status.

On the web app, payment may need to be recorded manually even when the amount due is $0.

On the mobile app, use Mark as Paid to close a zero-amount invoice without recording a payment transaction. Collect Payment is not available for zero-amount invoices in Android v4.1.27 and the equivalent iOS version onward.