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Once the status of a task has been set to 'Completed', you will see a Create Final Invoice button at the bottom of the task screen. Click this to create a final invoice for the completed task.

Invoice Worksheet

Invoice Header

The top section of the Invoice Worksheet displays all of the client details and task description for the job. The tabs below the description area provide quick access to costs recorded on the job sheet, task notes, task assets, task checklists, manual checklists, documents and photos, and any compliance forms raised against that job.


FieldDescription
Client NoteUsed for recording client notes or messages which will appear on every sales invoice for the selected client.
Notes entered into this field will automatically update the Client Message section on the client card.
TermsAutomatically populates based on the terms set in the client card.
Invoice NoteUsed for recording notes relating to the invoice that you may want to include on the layout.

Invoice details

The Invoice Details section is used to build the invoice.


FieldDescription
Invoice No

Automatically populates with the next available invoice number. This number must be unique and should not be edited.

Please contact your Site Administrator if a higher invoice number sequence is required.

The next Invoice Number and Purchase Order Number to be generated can be changed in Site Administration > Resource > Integration.

Style

See section Invoice Style below.

Invoice Date Automatically populates with the date of creation. This can be edited if needed.
Due DateAutomatically calculated based on your company's default transaction terms set in Site Admin. If terms have been set on the client card, this will override the company default terms. This can be edited if needed.
Description

Automatically populates using the task identification and task description. This can be edited if needed.

Invoice Notes tabUsed for recording notes relating to the invoice (similar to task notes).
Documents & Photos tabUsed for uploading and storing documents or photos against the invoice (similar to task notes).
All Invoices tabLists all invoices raised for the task. This can be handy if you've created part invoices throughout a large task and you need to see a total invoiced value.
Compare (Quote) Jobsheet and Invoice ItemsShows a comparison of what was recorded on the job sheet and what's been listed on the invoice. See Compare quote, jobsheet and invoice items for more information.

Invoice Style

The Invoice Style controls how much information is shown on the Invoice Worksheet and is available to the custom print layout. It is also the format used when the invoice is imported into your accounting package.

  • Simple: Totals all of the Labour by Work Type.
  • Simple (Imp): Totals all of the items together into a single line item using the name of the task.
  • Lab & Mat (Simple): Two separate line items for grouped Labour and Parts used.
  • Lab & Line Items: Single line items for each Labour (showing the name, date and labour note) and Material used.
  • Detailed: Single line items for each Labour (showing the worktype only) and Material used.
  • Itemised: Labour items based on the cost rate and separate line items for each Material used.
  • Itemised (Mat): Total of all Labour and groups material items where the following are the same: Part Number, Item, Cost, Sell, GST, Margin On, Margin Amount, SOR Item.
  • Itemised (Qty): Total of all Labour and groups any item where the following are the same: Part Number, Item, Cost, Sell, GST, Margin On, Margin Amount, SOR Item.

We recommend starting off with a Detailed or Lab & Line Item invoice style so that you have the most information available to you on the Worksheet for pricing and/or displaying or restricting based on the invoice print layout.

Add line items

If the completed task is not linked to a quote or does not have any SOR items recorded on the Task Worksheet, the system will automatically copy the items from the Task Worksheet to the Invoice Worksheet.

Items can be added or removed from an invoice without affecting the original costs recorded on the Task Worksheet, maintaining the integrity of your Profit & Loss reporting.


Ad-hoc line items allow you to enter your own description (up to 1000 characters including spaces) and value of the item and is generally used for materials not in your inventory.

  1. Click Add Line Item.
  2. Enter the item description, quantity, cost and sell values.
  3. Save.

Tax inclusive pricing

By default, unit prices are treated as tax exclusive. If you want to use tax inclusive pricing, click the 'Tax Inc' checkbox located underneath the line items area before entering prices.

Adding a calculated line item is ideal when you want to invoice a percentage of your quote (such as a deposit) and invoice the remaining balance later.

If the task was quoted (or belongs to a quoted project), click the option to add a calculated line item and follow the below instructions.

Alternatively, you can still use the Add Calculated Line Item function by clicking on the down arrow next to Add Line Item and select Add Calculated Line Item to display the line item calculator.

Override Quote

Using this method will Override the Quote value.
  1. Enter a percentage that you want to include as a line item

  2. Select to either calculate on the total amount remaining on the task, the total amount remaining on the quote, or the overall value of the quote. The Invoiced to Date information above will help you out with your calculations.

    Item Description

    The Item Description will default to the percentage of the option you selected. You can override this by clicking on the(pencil icon)

  3. The calculated amount will be shown as the Line Item Total

  4. Click Set Total when finished to add the line item.

You can also use the reverse process by typing an amount into the Line Item Total box and the percentage will update accordingly.

Adding an item from your inventory is useful if you used inventory items on a job that weren't added to the quote or task.

  1. Click Multi-Search > Inventory.
  2. Use the search boxes at the top of the Search Inventory window to filter the list by Category, Part Number, or Item name.

    Click to enlarge

  3. Enter the Quantity you want to invoice.
  4. Click X to close the Search Inventory window.

Multi-Search items added to an invoice will not affect inventory stock levels.

If the task was quoted (or belongs to a quoted project) and you want to simply add all of the items from the linked quote to the invoice, click Add from quote Pick List. This greatly speeds up the process for invoicing clients for quoted works.

Alternatively, you can use the Quote Pick List button to view and select individual items from the quote.

You can enter the quantity of each quoted item you would like to invoice, or tick the All checkbox at the bottom to add all quoted items and Save.

Click Invoice to return to the Invoice Worksheet.


SOR or 'Schedule of Rates' items are used in flat-rate or price-book pricing situations. Often the sell price of the SOR item includes all labour and materials used for the entire job.

If there were any SOR items recorded on the Task Worksheet, you will see an additional option that allows you to add only those SOR items to the invoice.


Click Add SOR items booked out on jobsheet if you want to add only the SOR items (no additional labour or materials) from the Task Worksheet to the invoice.

Click to enlarge

Refer to Invoice Schedule of Rates (SOR) Items for instructions on how to create an invoice with SOR items only.


Adding Jobsheet items would mostly be used for do-and-charge work, to invoice ongoing job costs.

Click Add items booked out on jobsheet to add all labour, materials and expenses recorded in the Task Worksheet to the invoice.


Compare quote, jobsheet and invoice items

You are also able to compare the items that were quoted, booked on the job and allocated to the invoice side by side with the Compare Quote, Jobsheet and Invoice Items tab.

Restrictions

There are some restrictions that must be adhered to if you want to take full advantage of the comparison tool:

  • Invoice Layout must be set to Lab & Line Items, Detailed or Itemised.
  • Use the Quoted Items list when booking materials on to the task. Field Technicians use the Quoted Items list when booking parts to the task.
  • Task Quotes only. The Compare tab only looks at the quote attached to the task and not from any project it may be linked to.

Click the Compare Quote, Jobsheet and Invoice Items tab.


Select either the quote or jobsheet item you want to add to the invoice by clicking the arrow icon next to Qty when it appears. This will add the item to the invoice with the quantity from either the task or the quote, whichever column you clicked from.

Alternatively, you can add all of the items from a task or quote to the invoice by selecting Invoice All at the bottom of the Quote or Jobsheet columns.

Click to enlarge

Click Save to display the selected items.

Click to enlarge

Quick Comparison

The compare tool uses colours and icons to indicate variances between the item quantities on the invoice and the item quantities on the quote or jobsheet.

Quantity invoiced is greater than the quote or jobsheet
Quantity invoiced is less than the quote or jobsheet
Quantity invoiced is equal to the quote or jobsheet

Override quote value

When invoicing under or over the total value of a linked quote, AroFlo will automatically include a Quote Variation line item to adjust the total of the invoice so that it equals the total of the quote.

Click to enlarge

If you don't want to include this quote variation line item on the invoice, you can override it by selecting the Override Quote checkbox and Save.


Invoice markups and discounts

Each line item on an invoice can receive both a markup and a separate discount. The discount will be applied to the total markup price. For example, an item costing $10 has a markup of 100% = $20 sell value. The discount of 20% is then applied to the total $20, reducing the sell value to $16.

The item markup is automatically applied based on Client , Business Unit or Item Specific markups. Discounts are applied manually by entering the discount percent into the discount field for the item as required.

Ad-hoc items added to an invoice will show the default material markup when the item type is set to 'MAT'. All other types (LAB, EXP, FRE) will automatically change the markup to 0.

Invoice markup, margin & profit.

Markup, margin and profit information is available to Admin users (with pricing visibility permissions).

Markup = ((Total Invoiced ex. GST - Total Task Cost ex. GST) / Total Task Cost ex. GST) * 100

Margin = ((Total Invoiced ex. GST - Total Task Cost ex. GST) / Total Invoiced ex. GST) * 100

Profit = Total Invoiced ex. GST - Total Task Costs ex. GST

[p/hr] = Total Profit / Task Total Hours

Remember to Save after making changes to line items to ensure these calculations are updated.

The above information can also be included in quote, task and invoice reports.

Pricing Visibility

Not all users see the Cost and Markup column. Visibility depends on User Feature Access. Restricted users will only see Qty, Sell, Discount and Total columns (in Office and Field).

Delete items


To remove items from an invoice, click the Del link to the right of each item.

If you want to remove more than one item quickly, click Multi-Delete, select the item/s you want to remove and Save.

Invoice totals panel

The invoice totals panel is found on the bottom right of the invoice worksheet. By default it will display all the information for the invoice you are working on (This Invoice).  Click on Invoice Summary  to display a list of past invoices. The blue (if using AroFlo's default theme) vertical strip highlights the invoice currently being displayed.

See the tabs below for the available options for each view:

OptionDescription
Override Quote Overrides quote variation line items.
Cus. Invoiced Indicates the invoice has been sent to the customer.
Payment Rec. Indicates payment has been received.
Tax Inc. Select this checkbox before you enter prices on items to invoice a job using tax inclusive unit prices.

(calculator)

Shows the Invoice Calculation Breakdown  

Tax TotalClick the value to display the tax component breakdown.
Credits AppliedClick the value to display applied credit notes.
Payments AppliedClick the value to display applied payments.
Add Payment Click to add a payment for this invoice.
Payment HistoryClick to display the payment history.

OptionDescription

(arrow)

Presents a dropdown  giving you further information on how the balance due on the displayed invoice is made up.

InvoiceClick on the hyperlink to open up the corresponding invoice.

Invoice statuses

The Status drop-down at the bottom of the invoice offers three statuses:

StatusDescription
In ProgressThe default status for all new invoices. You can add to or alter the invoice while it's in this status.
Pending ApprovalAn optional status that allows for complex workflows. You can add to or alter the invoice while it's in this status.
Approved

The status to use when you've sent the invoice to the client. You can no longer add to or alter the invoice once it has this status. If you need to make changes, set the Status back to In Progress or Pending Approval, and click Save.

An invoice must be set to Approved before it can be pushed across to your accounting package.

The Save button at the bottom of the invoice offers three options:

OptionDescription
Save & Mark as Pending Approval

The invoice will be moved into the Pending Approval section of the ServiceTrack > Invoicing menu.

'Pending Approval' is an optional status. It allows for complex workflows that may involve other departments, e.g. your Accounting department may need to approve before you send the invoice to your client.

Save & Mark as Approved

The invoice will be moved into the Approved Invoices section and can now be pushed to your accounting package.

You must save your invoice before printing or emailing the invoice to your client.

Save, Mark as Approved & CloseApproves the invoice and closes the window.

Email invoice to customer

The Print Options section allows you to preview, print or email the invoice. For more information about printing or emailing, see Layout Print Options and Sending an Email.

Once the invoice is sent to the customer, you can indicate this by ticking the Cus. Invoiced checkbox. If you've emailed the invoice from AroFlo, this will occur automatically.

Any Invoices with Cus. Invoiced ticked will have a appear on the Service Track > Invoicing views.

When payment is received, you can also indicate this by ticking the Payment Rec. checkbox.


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Feature access

Parts of this feature are included in AroFlo Go.