Setup
You will need the following permission in your security group:
Can see all tasks.
Can create invoices via dispatch.
Can view invoices and credit notes.
Can create, update and delete invoices.
Can send dispatches.
Can archive tasks.
Click here to learn about permissions and security groups.
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How to create and send an invoice from the task
There are two workflows to create and dispatch an invoice from a task: Recommended and Manual Invoice Review. The Recommended Workflow is the most efficient, ensuring transparency and traceability by requiring all changes to be made in the Work tab of the task to be pulled into the invoice. The Manual Invoice Review allows greater control over invoice line items before dispatch but contains more steps.
Recommended Workflow
1. Navigate to the Tasks page, select Office review and Performed in the Status filter and click on the Ref to view the task.
1. Navigate to the Tasks page, select Office review and Performed in the Status filter and click on the Ref to view the task.
2. If the Work tab displays a full fraction (e.g., 5/5), this indicates that all items have been performed by the field user and the task is ready to be invoiced. If not, click the Work tab to review and investigate any unperformed service tasks and edit any service tasks and products that need changing.
2. If the Work tab displays a full fraction (e.g., 5/5), this indicates that all items have been performed by the field user and the task is ready to be invoiced. If not, click the Work tab to review and investigate any unperformed service tasks and edit any service tasks and products that need changing.
3. Click on the Task tab, scroll to the Process section and select Dispatch to client.
3. Click on the Task tab, scroll to the Process section and select Dispatch to client.
If the Invoice dropdown is locked and the following message is displayed:
This field has been disabled as the Task has no Billing Card.
Attach a Billing Card to the Client/Property to enable invoicing.
4. Prepare the dispatch: select reports, review Billing Requirements (tick Okay to proceed if Manual billing required is enabled on the client), and adjust recipients or the body of the email.
4. Prepare the dispatch: select reports, review Billing Requirements (tick Okay to proceed if Manual billing required is enabled on the client), and adjust recipients or the body of the email.
If the task needs to stay active or in the current status, untick Mark Task as Complete or Archive Task.
5. Click Dispatch to client.
5. Click Dispatch to client.
Video
Manual Invoice Review workflow
1. Navigate to the Tasks page, select Office review and Performed in the Status filter and click on the Ref to view the task.
1. Navigate to the Tasks page, select Office review and Performed in the Status filter and click on the Ref to view the task.
2. If the Work tab displays a full fraction (e.g., 5/5), all items have been performed by the field user and this task is ready to be invoiced. If not, click the Work tab to review and investigate any unperformed service tasks and edit any service tasks and products that need changing.
2. If the Work tab displays a full fraction (e.g., 5/5), all items have been performed by the field user and this task is ready to be invoiced. If not, click the Work tab to review and investigate any unperformed service tasks and edit any service tasks and products that need changing.
If the following message displayed in the Process section next to Invoices:
Note: Cannot raise an Invoice against Tasks without an active Billing Card, or tasks attached to a parent Task.
Attach a Billing Card to the Client/Property to enable invoicing.
3. Click Create Invoice ($[X]) in the Process section.
3. Click Create Invoice ($[X]) in the Process section.
4. Expand Client/Property Billing Requirements to review details and click Create Invoice to generate a draft invoice on the task (or select Create and push to [Accounting Partner]). Clicking this will push the invoice in your accounting partner.
4. Expand Client/Property Billing Requirements to review details and click Create Invoice to generate a draft invoice on the task (or select Create and push to [Accounting Partner]). Clicking this will push the invoice in your accounting partner.
Types of grouping for invoice line items:
Summary: Combines all line items into one with the Service Work description.
Group by Product: Group line items by the products used.
No Group: Displays line items according to the Work tab, with no grouping.
5. Click Update to change invoice details, such as Document template, and double-click on the relevant cell to change Product, Description, Account Code, Quantity, Unit Price or Tax Code.
5. Click Update to change invoice details, such as Document template, and double-click on the relevant cell to change Product, Description, Account Code, Quantity, Unit Price or Tax Code.
6. Click on the hyperlink next to the Task field to return to the Task page.
6. Click on the hyperlink next to the Task field to return to the Task page.
7. Click Dispatch to client in the Process section.
7. Click Dispatch to client in the Process section.
8. Prepare the dispatch: select reports, review Billing Requirements (tick Okay to proceed if Manual billing required is enabled on the client), and adjust recipients or the body of the email.
8. Prepare the dispatch: select reports, review Billing Requirements (tick Okay to proceed if Manual billing required is enabled on the client), and adjust recipients or the body of the email.
If the task needs to stay active or in current status, untick Mark Task as Complete or Archive Task.
9. Click Dispatch to client.
9. Click Dispatch to client.