Service Invoices

Use this guide to learn how to create invoices from service calls, review invoice details, process draft invoices, and manage invoice-related follow-up in the application.

Best Practices

• Review posted cost lines before creating an invoice so only intended charges are selected.

• Confirm the customer is not on hold before starting invoice creation.

• Review line-level tax and totals in Invoice Details before advancing the invoice.

• Use Refresh after invoice actions so the list reflects the latest status.

• Delete draft invoices only when you are certain they should be rebuilt.

Workflow Overview

1. Open the service call and go to the Invoices tab.

2. Review the service call costs that are ready for invoicing.

3. Select Create Invoice.

4. Choose eligible posted cost rows that are not already invoiced.

5. Create the draft invoice.

6. Review invoice details, lines, tax, subtotal, discount, and total.

7. Continue invoice processing, such as marking the invoice Ready To Send when your workflow requires it.

8. Delete the draft invoice only if it is still local, still Draft, and has no external invoice id.

View the Service Invoices Dashboard

1. To view all service invoices, select Service Invoices from the left navigation.

2. You can view the following information:

   • Invoice/status

   • Service Call/Location/Subject

   • Customer

   • Status

   • Sent to Customer

   • Total

   • Created Date

Invoices are managed from the service call record and can also be reviewed from the Service Invoices area.

1. Open the service call you want to invoice.

2. Select the Invoices tab.

3. Review the existing invoice list.

   • Invoice: Shows the invoice number or identifier.

   • Status: Shows the current invoice status.

   • Customer and Service Call: Show the billing context for the invoice.

   • Totals: Help confirm what has been billed.

   • Draft Delete action: Appears only when the invoice is still Draft and has no external invoice ID.

Create an Invoice

Use the Create Invoice action in the service call Invoices tab to build a draft invoice from eligible cost lines.

To create an invoice:

1. Select Create Invoice.

2. Wait while the page prepares the latest cost data.

3. In the invoice builder, review the available posted cost lines.

   • Posted cost lines only: Only these rows are available for invoice creation.

   • Unlinked cost lines only: Any row already tied to another invoice line is excluded.

   • Quantity: Review the billed quantity for each line.

   • Unit Price: Review the billing price for each line.

   • Tax: Review line-level tax where applicable.

   • Line Total: Review the amount that will flow into invoice totals.

4. Select the cost rows you want to include in the invoice.

5. Confirm the invoice contents and create the draft invoice.

Important creation guardrails

• If the customer is on hold, the system shows: This customer is on hold, and an invoice cannot be created.

• If no eligible rows remain, the builder shows: No available items to invoice.

• While the invoice is being created, the window stays open with a Creating invoice loading mask and cannot be closed.

Review Invoice Details

After the invoice is created, use Invoice Details to confirm that the draft invoice is correct.

To review the invoice details:

1. In the service call Invoices tab, select the invoice number to open Invoice Details.

2. Review the invoice line items.

3. Invoice Number: Confirms the invoice you are reviewing.

   • Status: Shows whether the invoice is Draft or has moved to a later processing state.

   • Lines: Show each billed row included in the invoice.

   • Quantity: Confirms the billed quantity for each line.

   • Unit Price: Confirms the billing rate for each line.

   • Tax: Shows the tax amount for each line.

   • Line Total: Shows the total amount per invoice line.

   • Subtotal: Shows the total before discounts and tax adjustments.

   • Discount: Shows invoice-level discount impact when applicable.

   • Tax Total: Shows total tax across invoice lines.

   • Total: Shows the full invoice amount.

4. Review the totals summary shown below the lines.

Process the Invoice After Creation

Draft invoices usually need to be reviewed and advanced through the billing workflow.

Key Rules

• Draft invoices should be reviewed before they are advanced in the billing process.

• Mark Ready To Send only after the billing details are confirmed.

• Refresh can be used to reload invoice rows for the current service call.

To process an invoice:

1. Review the draft invoice for accuracy.

2. Confirm the invoice lines, subtotal, discount, tax, and total.

3. If your workflow requires it, mark the invoice Ready To Send from Invoice Details.

4. Refresh the invoice list to confirm the latest status.

Delete a Draft Invoice When Allowed

Draft invoice deletion is only allowed in limited cases.

Key Rules

• The Delete action only appears when the invoice is still Draft.

• The invoice must not have an external invoice id.

• If deletion is blocked, the application shows the server's human-readable reason.

• Deleting a local draft invoice releases its linked cost rows so they can appear in Create Invoice again.

To delete an invoice:

1. Find the draft invoice in the invoice list.

2. Confirm that the invoice is still Draft.

3. Confirm that it has not been assigned an external invoice ID.

4. Select Delete.

5. Confirm the deletion prompt.

6. Wait for the draft invoice to be removed.

Review Invoices from the Service Invoices Area

The Service Invoices page can be used to review invoice records outside the individual service call.

1. Open the Service Invoices area.

2. Review the invoice list.

3. Open Invoice Details when you need line-level review.

4. Use Refresh when you need the latest invoice rows.

Common Reminders

• Invoice creation starts from the service call Invoices tab.

• Only posted, uninvoiced cost rows are eligible for a new invoice.

• Customers on hold cannot be invoiced from this workflow.

• Draft invoices can only be deleted when they are still local and have no external invoice id.

• Deleting a draft invoice makes its linked posted costs available for invoice creation again.