Invoices and billing play a crucial role in ensuring the smooth operation and profitability of service-based businesses. By utilizing FieldSync, these critical processes are integrated into your overall management preventing the need to monitor multiple separate data streams. Enhance operational efficiency by streamlining processes, all the while retaining the ability to edit and customize invoices according to specific requirements.
The invoice and billing process begins as Technicians utilize the mobile app to mark their Jobs complete. These complete Jobs are reflected in the Invoices section of the Back Office, accessed via the left-hand menu.
The Overview section will provide a snapshot of Invoices Due, Overdue, Unsent and Jobs Need Invoices.
Below the Overview the Invoices themselves will be listed.
Completed Jobs will need to have invoices created and sent. Locate the Invoice in question and click the ‘Create Invoice’ link which appears in the Action column. Search and Filter options are available for use if needed to locate the Invoice.
After pressing ‘Create Invoice’ the Job details will now appear along with the Pricebook line items. Multiple customizations are available including: adjustments to the Pricebook items, updating the service and/or billing addresses, adding tax percentages and inputting notes.
Existing line items can be edited or deleted as required. Moreover, additional line items are included on the invoice by utilizing the ‘+ Add Item’ button. To add taxes to the invoice, each line item must have the Taxable option changed from ‘No’ to ‘Yes.’ The tax percentage will then need to be entered.
If the Pricebook item added to the invoice is defined as ‘inventory’ then the Quantity On Hand total will be updated to reflect the deduction.
And Invoice Notes input via the ‘+ New Note’ button.
The invoice can be previewed using the Preview Invoice button.
Once satisfied with the Invoice press Update Invoice to save.
Use the ‘Send’ button to send the invoice to the Customer. The Invoice will include the Company Logo entered via the Admin Portal by the Account Administrator. If a custom logo has not been uploaded, the default logo for FieldSync will appear instead.
Invoices will be received by the Customer as both an email and text message, depending on the contact information entered when the Customer was created.
When employing the QuickBooks integration, after sending the invoice, QuickBooks' billing progress will assume control from that point onward.
If there's no QuickBooks integration in place, tracking overdue and paid invoices needs to be managed within FieldSync. It's important to promptly log received payments to maintain up-to-date records.
To document payments, locate the Invoice on the list, then click the ‘Review & Mark’ link.
Review the Invoice to ensure that the submitted payment is for the correct amount. To log the payment, press ‘Mark as Paid’. Any details regarding the payment, such as a check number, can be entered via ‘New Note’.
In the event that an sent Invoice needs to be adjusted, for example if a client disputes the charges, this can be accomplished prior to the invoice being marked ‘Paid’.
Open the Invoice and press the ‘Update Invoice’ button. This will allow for the necessary changes to be made. Then once again, save the Invoice and Send.
Invoices will be known as Past Due for the first 14 days after being sent to the Customer. If no payment has been logged by then, the Invoice will then be considered Outstanding.