I-01 Invoicing Work Orders

Transcript

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(0:10 - 0:47)

Today we’re going to talk about invoicing invoicing within the HomeWatch IT home watch application is very simple and integrates directly with QuickBooks what we’ll do is let’s start by taking a look at the work orders for this month active only and you can see here in my demo I have 16 different work orders all different dates different clients that we have completed this month and they are all marked completed to start the invoicing process you’ll

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Click on the link here this is invoicing which will open up the invoicing screen and you’ll have a couple different dates that you can put in so the first and most important is your cutoff date for the invoices so the cutoff date means all work orders that have not yet been invoiced prior that are dated prior to this date will show up so I’m gonna go and I’m gonna click May 31st which is today and I know that I have those clients that need to be invoiced and we proved that by just looking at the list I’m a moment ago then the other important date is what date you want to

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Put on the invoices so let’s say we want to date this as June 1st for our May work orders so now you have a couple different ways to do this and I’m going to show you all of the different manners just so that you’re familiar with it so the first is let’s say you only want to invoice selected work orders for a particular customer so I’m gonna go ahead and pick brower since that’s who we’ve been working on and I’m gonna say show the work orders for selected and what that will do is it will list all of the work orders out there that have not yet been invoiced prior to the cutoff date so you’ll see

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Exactly how that works here through May 31st based on that listed here for me now if I only want to select certain ones I can say I just want to invoice maybe the first two not sure why you would want to do that but the flexibility is there you’ll notice there is now an invoice selected only button so they will invoice only the selected work orders for this particular client this button will only appear when you’re displaying a single client if I hit invoice selected only it’ll go

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Out and generate my invoices for me you’ll notice that these two are now there that they have not yet been invoiced but if I come down below I have an invoice here for mr. Brower that’s been created for 205 dollars if I want to invoice multiple clients all I have to do is click on the ones I want to invoice if I want to see exactly which work orders it’s going to include for those I can show work orders for selected for multiple clients and it will list out and it’ll show me that

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Here are all of the work orders it’s going to invoice you’ll notice it only has two for Brower because we’ve previously annoys the other ones for me so the system is smart enough to not invoice multiple times so if I want to invoice these three clients now I can say invoice selected customers it will go out and it should generate three invoices that’s perfect and if we look down here below we can see that we have the three new ones that were just created plus the original one for mr.

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Brower or a moment ago if you want to invoice all work order for a selected client it’s as easy as selecting just the client and just say invoice selected customers you don’t have to go in and look at the individual workers at all you can just click on the customer and say create so I can do one and I have these last two left I can click on both of those and I can invoice both of those together as well but you’ll notice as as it goes through and creates the work orders it does keep a list below of each

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Of the ones it’s creating now some of these don’t have invoice numbers and what that means is it has not yet synchronized to QuickBooks the problem is when you start throwing a lot of invoices to it one after another after another the system seems to think that you’re doing a big batch and it tries to batch up those entries even though they haven’t necessarily been synchronized immediately they will synchronize at the next QuickBooks Inc or if you do a force sync that’s covered in less than 8 when we talk about QuickBooks synchronization rules but you’ll notice let’s say invoice 1092

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Here for Irene I can flip over to QuickBooks I can bring up sales I can go to Irene and here is that invoice 1092 that was just created so it is immediately available to me over here I can click in on that you’ll see that it has a list of all of the service dates so these would be the two work orders that were created all of my amounts ready to go I can now then print an invoice or email the invoice and so you will see a really nice formatted

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Invoice listing at each of my dates and amounts one last item is I do recommend if you have a lot of clients is doing smaller batches don’t do 50 of them at the same time but maybe allow it to do 10 clients at a time just to keep things of simplified as far as how the processing goes it will not take you any longer to do three batches of ten than it will to do 30 at one time and that’s it invoicing is really simple with the system if you have any questions let me know have a wonderful day

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