Creating an Invoice in the Worker App

Best Suited for:

• Field techs participating in invoice creation

Important Information:

• All job notes, completion notes, tasks, etc. need to be filled out before creating the invoice, because you can't edit any of those details on the worker app once the invoice has been created
• Line items cannot be added once the job is in the Completed status
• Deposits can be applied before the invoice is created

Strategic Workflow:

• Review charges in the "Summary of Charges" section before finalizing
• Change the job status to Completed to ensure correct workflow and billing accuracy
• Select Invoice Options after the invoice has been created to email or print the invoice and to receive an invoice payment

Process Description:

1. Open the job and complete all required fields and tasks
2. Add notes, documents, equipment, photos, and completion details
3. Choose the Invoice tab and begin adding line items
4. Add Products, Services, or Flat Rate as needed
5. Review or adjust Drive & Labor Charges, Billable Expenses, and Fees & Discounts
6. Review the "Summary of charges"
7. Change the job status to Completed
8. Select Finalize Invoice to create the invoice
9. Use Invoice Options to send the invoice

Step‑by‑Step Instruction:

Preparing the Job:

1. Open the job in the worker app
2. Complete all applicable job details such as:
   • Tasks
   • Notes
   • Documents
   • Equipment
   • Custom Fields
   • Completion Notes
     • Requires Follow‑up (set to Yes if needed)
   • Photos
3. Tap Sign to collect customer signatures

Adding Line Items:

1. Tap the Invoice tab
2. Tap + Add line item

Adding a Product:

1. Select Products
2. Search the catalog, scan a barcode, or choose a product
3. Adjust the "Regular Price" if needed
4. Adjust "Quantity" if needed
5. Select a Warehouse if the product is an inventory item
6. Select Sales Tax if applicable
7. Tap Add product to add it to the job

Adding a Service:

1. Select Services
2. Search the catalog, scan a barcode, or choose a service
3. Adjust "Quantity" if needed
4. Manually adjust the "Regular Price" or select a different rate from the drop‑down
5. Select a Warehouse if inventory applies
6. Select Sales Tax if applicable
7. Tap Add Service to add it to the job

Adding a Flat Rate (Profit Rhino enabled):

1. Tap + Add line item
2. Select Flat Rate
3. Search the catalog, scan a barcode, or choose a flat‑rate item
4. Toggle View as Add‑on if appropriate
5. Adjust "Quantity" if needed
6. Adjust the "Regular Rate" or select an alternate rate
7. Select a Warehouse (if applicable)
8. Select Sales Tax (if applicable)
9. Tap Add Flat Rate to add it to the job

Viewing, Adding, and Adjusting Drive & Labor Charges within the Invoice Tab:

1. Tap Drive & Labor Charges
2. Review existing drive and labor entries
3. Manually add or adjust times as needed
4. Mark entries as Billable if the customer should be charged

Viewing, Adding, and Adjusting Billable Expenses within the Invoice Tab:

1. Tap Billable Expenses
2. If no expenses exist, tap Add new
3. Enter the following information:
   • Date
   • Category
   • Purchased From
   • Amount
   • Reimburse (select technician, if reimbursable)
   • Notes
4. Toggle Billable if the customer should be charged
5. Tap + Attach receipt to upload a photo of the receipt
6. Tap Add new to create the expense log

Viewing, Adding, and Adjusting Fees & Discounts within the Invoice Tab:

1. Tap Fees & Discounts
2. Choose the appropriate fee or discount from the list
3. Tap Add to apply it
4. Adjust percentages or rates if needed
5. Tap Save changes

Summary of Charges:

The "Summary of charges" section displays:

• Line Items
• Drive & Labor Charges
• Total Billable Expenses
• Fees & Discounts
• Taxes
• Payments/Deposits
• Total Due

To apply a job deposit, tap Apply Deposit

• This can only be chosen before the invoice is created

Creating the Invoice:

Changing the Status to Completed:

1. From the Job Details screen, select Change Status and change the job status to Completed to ensure invoice workflow triggers correctly
2. Open the Invoice tab
3. Tap Finalize Invoice to create the invoice
4. From the next screen, you can choose any of the following:
   • View Job Details
   • Email Invoice
   • Print
   • Print PDF Invoice
   • Apply Payment