I-02 Editing Invoices

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In this video, we're going to discuss how you can actually update, delete, change, or just manage an invoice after it has been created. So you should have already created your invoices using the HomeWatch invoicing application. If you haven't, you need to watch that video first and make sure you know how to create invoices, because the assumption is that all the invoices have already been created before you want to go and modify them.

So to modify the invoice, it's as easy as going into the invoice reconciliation screen, which as you know is right here at the top of your invoicing. You can get there, or you can always get to it straight from your dashboard by clicking invoice reconciliation right here. So that's what I would do.

When I bring up the invoice reconciliation, you may or may not be familiar with the screen, but the idea is that this will show you all of the details about your invoice. I can pick any invoice, and these are all invoices I have listed currently in QuickBooks. If I click on that invoice, it will show me which work orders were on that invoice and the lines of the invoice that were created from those work orders that are currently in QuickBooks.

So you can see what's in the OnWatch IT system, how that translates to QuickBooks, and it's all on one easy screen. Now what is going to add here is the ability to actually modify and edit the invoices. So what you'll notice is next to each of the invoices is now a pencil, which is your standard terminology for edit, and you also got a link right up here on top next to the invoice number that will also take you into the edit screen.

It doesn't matter which one you click, they will all do the same thing. For the purpose of our demo today, I'm going to actually edit the Goodwin's invoice here on the 16th, and I'm going to click the pencil, which will bring up their invoice from that date. So here you can see what was originally created for the Goodwin's, the invoice number, the date it was created, terms, whether you're going to accept e-check or credit cards, and you can always modify any of this information, whatever you need right here.

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You'll then see the work orders that are on this invoice, and you'll see the lines that are on the invoice generated by this work order. So let's start with something real simple. Let's say that when you were out at the property last, you did change out a battery in their carbon monoxide detector, but it didn't get recorded on a work order, and so it didn't get added to the invoice.

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So you want to add here. So we can come down to the add lines. This will open up some blank lines for us, and in this case, we can come in here and pick our date of service.

It was the last time we left the property on the 25th of January. What item this was, so it was a nine-volt battery. It'll put our charge in.

Let's say we're going to charge $5 instead because we had to replace it, and now all I have to do is hit save, and the system will go ahead and save that item for me. You may have also noticed that it recalculated my credit card convenience fee. So now we have that nine-volt battery added, and we're done.

Let's say that we're going to remove a work order now from this invoice. So let's just say that this house cleaning on the 23rd didn't get performed, and for some reason, it just never got canceled as far as the work order goes, but you've caught it now and don't want to invoice it. So it's down here below.

You'll see on the 23rd, we've billed them $125 for their cleaning. So let's just say we want to remove that work order. All we have to do is click this button here, remove from invoice.

It'll verify that, yes, we do want to remove that. I'll hit okay, and it has now removed that charge from the 23rd, and you'll see it's also reduced our credit card charge accordingly to accommodate that. But say that for some reason, oh, geez, no, that was the wrong one.

We removed. We need to add it back. We can go in here and say add another work order to this invoice, and what this will do is it will allow us now to select from any work orders that have not been invoiced from this client, and you'll see here's the one that we just un-invoiced a minute ago, the 23rd.

So let's go ahead and add it back. So I'm going to add it by selecting it, hitting add, saying, yes, we want to add that, and now it is back on the invoice here. You see on the 23rd, our about bi-weekly house cleaning.

We can also add another work order. Let's say we want to go ahead and invoice the February 3rd weekly home visit, and we want to go ahead and have that on this particular invoice after all. So let's just click that one and say add this to the invoice, and it'll verify we do, and now we have added charges for the 3rd on the invoice as well.

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Now, you may have noticed the credit card fees aren't always fully updated when you're adding lines just because it doesn't actually know if you're adding lines to the body or if you're adding lines to the work order, but all you have to do is hit the save button, and when you do that, it will always recalculate your credit card convenience fee and adjust it accordingly and make it appropriate for whatever the balance of the invoice is. So you'll see how easy it was to add additional work orders to the invoice, how easy it is to remove work orders from the invoice, as well as just add individual lines immediately to the invoice. So it's just a matter of clicking the few buttons that are on here, and now we can go ahead and send that out to our client as that's what we would like for it to be.

So I'm going to do a save and close. QuickBooks is now updated, and we can email the invoice out. That's it.

If you have any questions on this additional feature, just let us know. We'll be happy to answer those. Thank you, and have a great day.