Invoicing

Repair Invoices

Setup: Open the "Purch" tab and line up the quote side by side. The quote must be "Approved" (approve it first if not already done).

• Open Quote (process one at a time if multiple), select "Detailed Quote".
• Sort line items: "Materials" first descending to "Freight," then "Labor".
• Approve quote under "Quote Info" tab.
• Keep "Detailed Quote" open on left side, "Job Lines" on right.
• Organize job lines to match quote by numbering.
• Select "Line Sorting," make "Sort Number" match "Description" number. Click OK.
• Fill in "Price" with quote amounts.
• "Total" under price column on "Job Lines" should match total "Materials" on quote.
• If not matching, review numbers and quantity — do not proceed until they match.
• Go to "Labor Tab".
• Compare "Cost" and "Price" to quote, fill rates to match. Select "Close".
• Go to "Pricing Tab".
• Double Click "Approved Amount".
• Click "Calc PO".
• Click "Quick Price" to bring over Labor.
• Click "Convert".
• Select "Repair Invoice".
• Review invoice, type in "Invoice Date".
• Double check Sales Tax, adjust if needed. If Tax Exempt, change "1" to "0".
• Add shipping under "Tax Freight" if not included on quote and customer pays shipping.
• If new equipment, change "0" to "2" in "Margin" column.
• If repair job, click folder next to "Show Misc. Line" and write job description.
• Click "Post".
• Click "Print." Check "Repair Invoice" box. Click "Email PDF".
• Highlight desired email, add AR email (salesman auto-added), press OK.
• Record invoice information in "Invoice Recording" Google Sheet.
• Write sticky note for jobs posted on Job Board in shop, place next to job.

Progress Invoicing

Invoice the first invoice as normal. For subsequent invoices:

• Go to the "Pricing Tab" and double-click "Approved Amount".
• Select "View Order," then "Convert".
• Select "Continue Progress Invoicing".
• Select "Extra Materials & Unbilled Labor".
• Click "OK" to generate the invoice.

Pre-Payment Invoicing and Collection

To Invoice:

• Open job, go to job lines.
• Create 2 identical lines: Product ID - "Customer Deposit," Cost - $0, Price - Amount to Charge and Collect.
• Click "View Order".
• Select "Convert" then "Progress Invoice".
• Press "+" for "New Invoice #".
• Select "T&M".
• Select top line under "Select Lines to Transfer," press OK.
• View invoice, record date and post.

To Collect Payment:

• Open Invoice.
• Select "Receive".
• Enter date, amount, and reference.
• "Post" the payment.

Printing Checks

Navigate to the Purchases tab, locate Vendor Payments, and search by check number. Print with checks face-down and complete the printer operations.