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.
How to create and send an invoice from the task
There are two workflows to create and dispatch an invoice from a task: the Recommended Workflow and the Manual Invoice Review workflow. 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. From the Task List, navigate to the Task you wish to review.
Typically tasks which are ready for office attention will be in Performed or Office Review.
In the Process section, you will see the task telling you that the task is "Ready to Invoice" if there's something to invoice.
2. Check nothing requires your attention and everything got completed onsite as planned:
I don't see any alerts telling me about any "Incomplete Work" or "Unplanned Repair Work" or "Profit Loss".
Client doesn't have any special billing requirements.
When the Unplanned Repair Work banner appears, it means more products have been added while onsite and required further review. If you and/or the client are fine to on-charge those costs, simply mark the products as billable so they appear on the invoice. To mark a product as billable, check the billable checkbox on each service task or set Billable to Yes using bulk edit.
3. Make any manual adjustments or product additions to description, price, products via the Work tab.
4. In the Process section, click the Dispatch button.
5. Prepare the dispatch: select reports, and adjust recipients or the body of the email.
You should not be editing the recipients or body of the email often, these are customisable and should be set up so no edits are needed 99% of the time.
6. Click Dispatch to client.
Video
Manual Invoice Review workflow
*You may want to do this flow if you want to Preview your client-facing invoice PDF before it sends or if you wish to itemise your invoice to your client in a way that's different to the default option.
1. From the Task List, navigate to the Task you wish to review.
Typically tasks which are ready for office attention will be in Performed or Office Review.
In the Process section, you will see the task telling you that the task is "Ready to Invoice" if there's something to invoice.
2. Check nothing requires your attention and everything got completed onsite as planned:
I don't see any alerts telling me about any "Incomplete Work" or "Unplanned Repair Work" or "Profit Loss".
Client doesn't have any special billing requirements.
3. Make any manual adjustments or product additions to description, price, products via the Work tab.
4. In the Process section, click + Create, next to the Ready to Invoice.
5. Review how you'd like your products to be grouped and visualised on your client-facing invoice.
Types of grouping for invoice line items:
Summary: Combines all products & pricing into one item - completely unitemised.
Group by Product (default option): Group by the products used
i.e 2.5kg ABE Extinguisher x5 @ 100 eachNo Grouping: Displays products & description identical to the Work tab.
6. Click Create Invoice to generate a draft invoice on the task.
7. Click Update to change any 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 on the lineitems.
8. Close the invoice popup window.
9. In the Process section, click the Dispatch button.
10. Prepare the dispatch: select reports, and adjust recipients or the body of the email.
You should not be editing the recipients or body of the email often, these are customisable and should be set up so no edits are needed 99% of the time.
9. Click Dispatch to client.
How to attach a billing card to the task
If the billing card is not attached to the task, nor inherited from the client/property, you will not be able to create an invoice. To attach the billing card:
1. On the Process card, click Update billing card.
2. Select an existing Billing card from the dropdown or click + Create new Billing card.
3. Select one of the options:
Just set it on this task: Don't link to a client or property. Applies to this task only.
Link to client: The property inherits this Billing Card automatically.
Link to property only: Use only when this card applies to the property, not the client.
4. Click Save.
Customising 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. Add it from the task's Notes section — click + Add note and choose Invoice note.
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 customise 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.
Saving edits: Save your changes before leaving a draft invoice. Unsaved line item edits aren’t kept if you refresh the page, close the tab, or navigate away, and Uptick warns you when you try to leave a draft with unsaved changes.