Zoho FSM | Creating Invoices

Creating Invoices

To handle invoicing, and payments, Zoho FSM has built-in integration with Zoho Invoice. This will allow you to conveniently and quickly create invoices for your work orders and offer a secure way to your contacts to make payments. This means your billing times are greatly reduced, resulting in immediate payments and realization of revenue.

Work Order-level Invoicing

In Zoho FSM, invoices can be created at the work order-level for each of the service line items in a work order.

 

Work order-level invoicing will facilitate the following:

  1. Ability to generate an invoice for an individual service line item of a work order or for multiple service line items of a work order
  2. Ability to generate an invoice for service line items from different appointments
  3. Invoices can be created for the service line items even without creating appointments for them
  4. All invoices for a work order can be seen and managed from a single place

Characteristics of Work Order-Level Invoicing

  1. An invoice can be generated for a service line item irrespective of the status (Open, In progress, Completed) associated with it
  2. Irrespective of the invoice status of a work order, it can be marked as Completed and subsequently Closed after all the appointments associated with it have been completed.



  3. The Service line items in a work order will have the following statuses that correspond to the work status of the service line item.
    - Open
    - In progress
    - Completed

    The Service line items in a work order will also have the following statuses that correspond to the billing status of the service line item.
    Not yet Invoiced: No invoice has been created for the service line item
    - Invoiced: An invoice has been created for the service line item



    While creating an invoice, you can filter the service line items using its billing status.



  4. The Invoices created for the service line items will have the same status as the ones used in Invoice/Books (Draft, Sent, Pending Approval, Approved, Rejected, Pending, Partially Paid, Paid, Overdue, Void, Write Off, Signed, Closed)



  5. The Work Orders will have a Billing Status that will be determined based on the invoices created for the service line items in the work order.
    Not Yet Invoiced: When no invoice has been created for any of the service line items of the work order
    - Partially Invoiced: When at least one of the service line items of the work order is invoiced
    - Invoiced: When all the service line items of the work order have been invoiced.
    - Partially Paid: When all the service line items are invoiced and at least one of the invoices has been paid.
    - Paid: When all the invoices created for the service line items of the work order have been paid.




Create an Invoice

To create an invoice:
  1. Select the Work Orders module from the Work Order Management menu and click the work order whose service line items you want to create the invoice for.
  2. Under the Invoices tab, click Create.



  3. In the Create Invoice overlay, select the services you want to create the invoice for and click Next.
    If an invoice has been generated for a service line item, then that service line item cannot be selected.



  4. Provide the necessary details and click Generate Invoice.
    In the Sales person dropdown, the sales persons added in Zoho Books/Invoice will be listed under Sales Persons and all active Zoho FSM users will be listed under FSM Resource. The Payment Terms set as default for a customer in Zoho Books/Invoice will be populated here.



    The invoice will be created with the status Draft.



  5. Click the Invoice Number to open the invoice draft and click Send Invoice.
    You can also record the payment. Click Open In ZohoInvoice to view the invoice in Zoho Invoice. The billing address of the work order will be used here.



  6. Click Send to dispatch the email.
    In the Send To field, you can use one of the following email addresses:
    - Contact email address
    - Email addresses of the Company's Contacts
    - An email address entered by the user in the Email field


Invoice Actions

The following options are available for an invoice under more options [  ]. 
Download: You can download the invoice as a PDF
Print: You can print an invoice
Mark as Sent: When you email the invoice to the customer, the status of the invoice changes from Draft to Sent. If need be, you can mark the invoice as sent without sending the invoice to the customer. This option will be only available if the invoice is in the Draft state.


  1. The maximum number of invoices that can be created for a work order will depend on your FSM edition. For a work order, you can create as many invoices as the service line items allowed for a work order.
  2. Whether created in web or mobile app, the invoices will be automatically synced with your Books/Invoice account.
  3. From the work order module, you will be able to see the various pre-defined work order views related to invoicing.



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