Step by step
- Go to Finance › Invoices and click the Ready to invoice tab (or the Jobs ready to invoice box, or the bell's finished jobs to invoice line). Finished jobs are grouped by who pays.
- In the payer's group, untick any jobs you do not want on this invoice (all are ticked to start).
- Click Create invoice. It shows "Creating…" and opens the draft.
- Check the lines, the details and any 0.00 warnings, then issue it.
What goes on the invoice
For each job: call-out, labour (rounded and with the minimum from the job's rates), travel time, mileage and chargeable parts, at the rates on the job.
Items the contract covers, free callbacks and anything already on another invoice are left out. Each item can only be billed once.
The supply date is the last job's completion date, and the reference is the client references of the jobs.
When it is blocked
"job #… is not finished yet": the job must be completed or reviewed.
"all jobs on one invoice must have the same payer": tick jobs from one group only.
"confirm the rates on job #… first (Charges to client → Confirm rates)": open the job and confirm its rates.
"set a price for: … (job #…)": a part has no price. Set it on the job.
"job #… comes to … ex VAT, over the approved limit of …. Record the client's approval first.": record the approval on the job or have a quote accepted.
"nothing left to invoice on the chosen job(s): already billed, covered by contract or a free callback".
"Tick at least one job." and "Invoice at most 200 jobs at once."
Tips
- Invoice dealers once a month: leave their jobs in Ready to invoice and create one invoice at month end.
Questions
A finished job is not in Ready to invoice.
It may already be invoiced, or be cancelled. Only completed and reviewed jobs are listed.
What happens to the jobs?
Nothing until you issue. When you issue, they change to invoiced.
Works together with
- Issue an invoiceIssuing gives the invoice its number, fixes your and the customer's details, locks the lines and creates the PDF.
- Lines at 0.00 before issuingA line with a 0.00 price is usually a missing rate. SubClik warns you and asks you to tick a box before issuing it.
- What a contract covers on jobsTick what the contract fee already pays for: call-out, labour, travel and mileage, parts, toner and consumables. Those are not invoiced on the contract's jobs.
- Review and close a completed jobWhen the engineer completes a job, the office checks it and presses Close job. The job becomes Reviewed and is ready to invoice.
- Customer approval by linkEach sent quote has a private link. The customer opens it, sees the lines and totals, types their name and presses Accept quote or Decline.
- Callbacks: the same fault coming backWhen you log a job on a machine that was fixed recently, SubClik asks if it is the same fault coming back. A free callback is not charged; a charged one needs a reason.