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
The Variations have occurred banner appears on the Task tab above the profitability table when additional service task items are added to a quoted repair task. To invoice for these items, tick the Appears on invoice checkbox on each service task or set Billable to Yes using bulk edit.
The Variations have occurred banner appears on the Task tab above the profitability table when additional service task items are added to a quoted repair task. To invoice for these items, tick the Appears on invoice checkbox on each service task or set Billable to Yes using bulk edit.
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 with 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 following message is 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.
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 is 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].
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].
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.
Customizing Invoice Descriptions
You can control the information that appears on your invoices at three different levels: globally for all invoices, at the individual task level, or for specific products.
1. Global Invoice Description Format (All Invoices)
This setting controls the default description for all invoices generated from a task. It's useful for ensuring consistency.
How to set it up:
Go to Control Panel > Invoicing.
Find the Format of the Invoice Description field.
Use variables to pull information directly from the task. For example:
{{ task.property.ref }} {{ task.property.name }}- Adds the property reference and name.
{{ task.invoice_note }}- Adds the invoice note from the task.
{{ task.description }}- Adds the task's description.
{{ task.scope_of_works }}- Adds the task's scope of works.
Example: {% if task.property %}{{ task.property.ref }} {{ task.property.name }}{% endif %} {% if task.invoice_note %}{{ task.invoice_note }}{% endif %} {% if task.description %}{{ task.description }}{% endif %} {% if task.scope_of_works and task.category.name != 'I&T' %}{{ task.scope_of_works }}{% endif %}
Note: The final line in the example above uses a condition to prevent the scope of works from appearing on routine 'I&T' (Inspect & Test) invoices, which helps avoid duplicate information
2. Task-Level Descriptions (Individual Invoices)
For specific invoices, you can add or override information at the task level.
Invoice Note: Add a note that will appear on the invoice. This is useful for one-off details. You can find this field on the task's Details tab.
Scope of Works: This field contains the complete description of the work performed and is visible on reports and invoices. It's ideal for callouts and repairs where detailed descriptions are needed.
Description: This is a shorter summary of the work. For routine tasks, it's often populated automatically.
3. Product and Line-Item Descriptions
You can customize the description for individual line items on an invoice.
Invoice description on a charge: When adding a charge to a task's Work tab, use the optional Invoice description field. This description will override the product's default name on the invoice, which is useful for adding specific details like asset location.
Unit description on a product: The Unit description field on a product's billing settings will always take priority and appear on the invoice, even if it's blank. If your custom invoice descriptions aren't showing up, check this field on the product page.
Editing a draft invoice: You can always edit line item descriptions directly on a Draft invoice by double-clicking the Description cell.