Work Order-level Invoicing

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
   - Void: The billing status of the work order has been marked as Void.
   - Non Billable: The billing status of the work order has been marked as Non Billable.
   
   
   
   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.
   
   Apart from the statuses mentioned above, work orders can also have the billing status Non Billable, or Void.
   
   
   
   
   

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.
   By default, the checkbox for Add Invoice PDF will be selected. If you do not wish to include the invoice PDF in the email, deselect it. To rename the invoice PDF, click on its name and enter a new value. Click on Attachments to add any other files that you want to send in the invoice email. You can add up to three files each with a maximum size of 3 MB.
   In the To field, you can use one of the following email addresses. Please note that all these email addresses will be fetched from your integrated finance organization.
   - Contact email address
   - Company email address
   - Email addresses of the Company's Contacts
   In the Cc and Bcc fields, along with the email addresses available in the To field, all active confirmed users will also be listed. To include any other email address, just type in the value and press Enter. In each of these fields, you can include a maximum of five email addresses.
   
   
   

1. Select the Work Orders module from the Work Order Management menu and click the work order to which you want to link the invoice.
   
2. Select the Invoices tab and click Link Invoice.
   
   
   
   
3. In the Link Invoice with Work Order popup, either select an Invoice Number or enter the Invoice ID and click Link.
   
   
   
   You can obtain the Invoice ID using the List Invoices API of Zoho Books/Invoice.

Note:

1. The linked invoice will be listed under the Invoices tab with the same status as in Zoho Books/Invoice.
   
2. All the service line items in the work order with the billing status Not yet Invoiced will be linked to this invoice. The status of these service line items will change to Invoiced.
   
3. The Billing Status of the work order will change according to the statuses of the invoices in the work order.
   
4. If you attempt to link an invoice to a work order where all the service line items have the billing status as Invoiced, then you will encounter the error message "Work Order has already been invoiced".
   

Invoice Actions

The following options are available for an invoice under more options [  ].