There are a couple of ways to invoice a job and we will go through those ways here!
Combining Multiple Jobs on the Same Invoice
Invoice Before Job Completion:
If you're needing to create an invoice before the job has been completed, you have to configure the settings correctly, by going to My Office > Company Preferences > Left Side > Allow Invoicing Prior To Job Completion > Toggle that to YES if you want to allow invoices to be created BEFORE a job is completed.
Once you turn that feature ON, a new toggle will pop up next to it and you can choose if you want the system to create invoices automatically. If this setting is set to yes, when you create a job, it will create an Invoice at the same time. So basically the job will be invoiced at the time of job creation.
If you do not want the invoice to be created upon job completion, but you want to be able to invoice prior to job completion, make sure that the settings look like this, with Allow Invoicing Prior To Job Completion is turned ON and Create Invoice Automatically is turned OFF.
Be sure to save changes at the bottom of the screen when changing those settings.
Now that we have the system configured to Allow Invoicing Prior to Job Completion, we are able to go into a job that is in a Scheduled status and press invoice.
We are then prompted with the following pop-up window, we can press Invoice Now.
Now we can see that the Invoice has been created and the Job has still remained in the Scheduled status.
Once the job has been completed, all you would need to do is just update the status to Completed, by clicking Scheduled and selecting the Completed status.
When the job has been updated to the Completed status, it will automatically update the current status to Invoiced.
Invoice After Job Completion:
If your business practice is to create an invoice after the job has been completed, you will need to make sure that the setting is configured correctly, by going to My Office > Company Preferences > Left Side > Allow Invoicing Prior To Job Completion > Make sure that toggle is set to NO if you don't want to allow invoices to be created BEFORE the job is completed.
Be sure to save changes at the bottom of that screen if you change those settings.
If we try to create an invoice while the job is not in a closed or completed status, you will be presented with the below error message.
Once you have Completed the job and entered all your charges and notes, be sure to save the job. Once you save it you will see the button in the upper right corner that says “Invoice”.
Click the invoice button and now a window will pop up asking if we want to close the job and invoice later or to invoice now. If you choose the “Invoice Now” button in the pop up window, the invoice will be created right then.
You can see an invoice number is then created and place UNDER the Current Status.
You can click on the invoice number and it will take you to the invoice itself.
From the invoice, you can then email it and print it out for the customer.
Combining Multiple Jobs on the Same Invoice
When you click the invoice button and that window pops up, asking if you want to close the job and invoice later or to invoice now, this time you will choose that Close Out & Invoice Later option!
This will close the job and put it in the queue for the invoice to be created at a later time. The job will no longer be in the completed status, but is now in a Job Closed status.
With choosing that "Close Out & Invoice Later" option, we will then be able to find that job here, under Accounting > Create Invoices.
Once you scroll or search and find the name of the customer you want to create an invoice for, click the > to expand the list of available jobs to choose from. You will then be able to select the check box beside the job that you want to include on this invoice and click on Create Invoice For Selected Job.
Once you do that, the new invoice will appear and you will click Save Invoice, to create the invoice.
If you choose multiple jobs, or all of the jobs for this customer, you would just need to select Create Invoice For Selected Jobs.
Once you do that, the new invoice will appear and you will click Save Invoice, to create the invoice.
Now the invoice is created and you can email it or print it out for the customer!
If you would need to remove a job from the invoice, you would just go into edit invoice and select the job that you want to remove and then press Remove Selected Jobs and Save Invoice.
If you need to create a no charge job and don't need an invoice for it, check this article out!