The Invoices tab serves as the financial control room for a specific job. It provides a real-time breakdown of all revenue generated and costs incurred, allowing you to track invoices, credit notes, and work in progress (WIP) in one centralized location.
To help you scan financial data quickly, the tab is divided into two main areas: a sidebar summary on the left, and a detailed main data grid on the right.
Navigating the invoice sidebar
The left-hand sidebar summarizes the job's financial health and is split into two primary categories: Revenue and Work in progress (WIP).
Clicking any category in this sidebar filters the main view to show only that specific information.
Revenue
The Revenue section tracks all money formally requested from the customer.
All: Displays a combined list of every financial document linked to the job, providing a complete picture of the billing history.
Draft invoices: Shows invoices that have been created but not yet finalized.
Invoices: Shows finalized invoices with their current status, including Net, Tax, Total, and Balance due.
Credit notes: Tracks any refunds or negative adjustments applied to the job.
Note: Credit notes cannot be raised directly from this screen; they must be raised against a specific finalized invoice.
Work in progress (WIP)
WIP represents the billable components of a job that have not yet been invoiced. Tracking these items ensures you charge for all parts, labor, and services used.
Services: Fixed-price services or standard charges added to the job.
Labor: Tracks time spent on site. This is typically added automatically as technicians complete their scheduled appointments, or manually logged via the Costs tab.
Materials: Lists parts that have been installed on the job.
Expenses: Tracks miscellaneous supplier costs that need to be billed to the client.
Managing Work in Progress (WIP)
By managing your WIP correctly, you ensure that all relevant labor, materials, and services are accurately pulled onto your final customer invoices.
Adding services to WIP
The Services section is used for charging for routine work, such as boiler or heating system servicing, using pre-defined pricing items. There are two ways a service can be added to your WIP:
Automatically: The system will automatically add a pricing item to your WIP if it is preconfigured on the job description used to create the job.
Manually: You can manually add a pricing item to the job at any time using the steps below.
In the sidebar, select Services.
Click Add new service in the top right corner of the grid.
In the side panel, search for and select the required Pricing item (e.g., Boiler Service).
Once selected, the system will automatically populate the remaining fields, including the description, duration, and price.
Note: Any fields that appear greyed out are fixed by the pricing item's settings and cannot be changed manually.
Click Save to add the service to your unbilled WIP pool.
Adding expenses to WIP
Expenses are typically used for ad-hoc costs that need to be billed back to the client, such as equipment hire or specific supplier-billed items.
In the sidebar, select Expenses.
Click Add new expense in the top right corner of the grid.
This action will redirect you to the Create supplier invoice workflow.
Complete the supplier invoice details and save it. By logging the expense as a supplier invoice against the job, the system ensures the cost is accurately captured for both your internal expenditure (Costs tab) and your customer billing (WIP).
Removing items from WIP
There may be times when an item is logged against a job (such as a replacement part for a mistake) that you do not want to charge the customer for. You must delete these items from WIP so they are not accidentally pulled onto the final invoice.
Select the relevant WIP category from the sidebar (e.g., Expenses).
Locate the item you want to omit from the customer's bill.
Click the Delete action link located on the far right of the row.
Confirm the deletion. The item will be removed from the active WIP pool.
Generating invoices and credit notes
Once your WIP is accurate, you can move forward with billing the customer or issuing refunds.
Generating an invoice
When you generate an invoice directly from the job record, the system will automatically assist you by pulling in any active items currently sitting in your WIP pool.
In the left-hand sidebar, under Revenue, select All, Draft invoices, or Invoices.
Click Add new invoice in the top right corner of the screen.
The invoice creation screen will open. Any active labor, travel, or parts currently in your WIP pool will automatically populate as billable line items.
Review the line items. You can manually adjust quantities, descriptions, and prices directly on the draft if necessary.
Fill out any remaining required details, such as the invoice date and payment terms.
Click Save to generate the document.
Once finalized, the invoice will appear in the Revenue section, and the billed items will be permanently cleared from your WIP pool.
You can also quickly raise an invoice by clicking the Actions menu located on both the job timeline and main job dashboard.
Raising a credit note
If you need to refund a customer, correct an overbilled invoice, or write off a bad debt, you can raise a credit note. Credit notes must be tied directly to the original bill.
In the left-hand sidebar, under Revenue, select Invoices.
Locate the finalized invoice you need to credit and click the View action link to open it.
From the invoice screen, click quicklinks and select raise a credit note.
The system will populate a draft credit note based on the original invoice's line items. Adjust the values and quantities to reflect the exact amount being credited.
Add an internal note explaining the reason for the credit and click Save.
Reviewing and analyzing finances
To quickly assess the overall financial position of the job, you can use both the detailed revenue summary on the Invoices tab and the global financial widgets on the main job sidebar.
Reviewing the revenue summary
To see a strict breakdown of billed revenue and check if the customer still owes money:
In the left-hand sidebar of the Invoices tab, under Revenue, click All.
Look at the bottom right corner of the main screen.
The system provides a breakdown matrix that calculates your Total invoiced, minus the Total paid and Total credit, leaving you with the exact Remainder to collect.
Tracking global financial performance
While the Invoices tab provides the exact, up-to-the-minute transactional data for billing, you can also monitor the job's overall profitability at a glance using the persistent job sidebar.
Look for the Financial performance and Finance widgets on the main left-hand sidebar (visible no matter which tab you are currently viewing). These widgets automatically aggregate data from your Invoices and Costs tabs to calculate your live profit margins:
Invoices: Summarizes your invoiced to date, remainder to invoice, and total expected invoice value.
Actual costs: Summarizes your incurred costs to date against your total expected costs.
Profit: Calculates your exact profit to date and current profit margin percentage.
Read more about the job record and the job tabs.
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