An invoice allows Servicer "labor", "parts", and "other" line items to be tracked and reported. Some reasons a Manager might add an invoice to a request are:
- The Manager acted as the Servicer for that request.
- The Servicer is not actively using their account, so the Manager needs to enter the invoice for them.
To add or edit an invoice on an open or closed request:
- Tap the request number (see Tip 1).
- Scroll down past the request history log and tap Review/Submit an Invoice (Please note that this link only appears for requests that have been dispatched and accepted by the Servicer.)
- If the "Bid Summary" section is empty, you'll add to it by using the "Add New Invoice Items" section. If invoice line items have already been entered, you will see them in a table, with the option to Delete.
- Increase the number of line entry forms, if needed (e.g. you want to enter labor and parts at the same time) (see Tip 2).
- Optionally change the invoice line item "Date".
- Select "labor", "parts", or "other" and choose an item from the associated drop down. Your selection will automatically populate the "description" field. We recommend NOT manually typing into the "description" field, as that will prohibit reporting on those items. If a line item needs to be added to the drop down list, please tap here for the pertinent article.
- Tap the "Add line items(s)" button.
- Optionally adjust the "Completion time" and/or add a "PO number".
- Recommended: Speak (from a mobile device) or type an "Invoice comment". Feel free to use the drop down selector above the comments box to pick a pre-defined comment starter. If you've used the File Invoice option, mentioned in Tip 1, then these comments can optionally be included when you run reports ("Servicer cmpl. comment" in "Columns to display").
- Recommended: Leave "Deliver to customer" (meaning the Manager) as "Complete Invoice". This means you'll see the individual invoice line items, rather than a summary. Invoices are not visible to Requestors (Reporter, Tenant, Employee).
- Tap the "Submit Invoice" button if the invoice is complete, OR tap the "Save Invoice and do not declare completion" button, if the invoice is not complete (see Tip 3).
Tip 1: If the request status is "Service Proceeding" and you are acting on behalf of a passive Servicer, or if you as the Manager are also the Servicer, you may tap File Invoice in the "Next Action" column and skip to step 3. After adding/editing the invoice item(s), you are given the opportunity to either "Declare completion and Submit invoice" or "Save Invoice and do not declare completion" (see Tip 3).
Tip 2: If you want more than one entry form to appear as the default:
- From the Dashboard, tap Company Profile.
- Under "Companywide Settings", tap Invoice Settings.
- Change the "Number of line item entry forms to show" default.
- Tap the update button.
Tip 3: If in Your Profile / Set default environment variable values you have "Show invoice icon ($)" checked, then "Submit Invoice" and "Declare completion and Submit invoice", mentioned in Tip 1, cause a $ to appear next to the request number and "Save Invoice and do not declare completion" causes a ยข symbol to appear.