Understanding Automatic Invoice Creation
In FieldAx, invoices generate automatically when jobs are completed, capturing all billable elements from the service visit.
Invoice Generation Trigger
When Job is Closed/Completed
The moment a technician completes a job:
- Status changes to “Completed”
- System triggers invoice creation
- All job data transfers to invoice
- Invoice appears in “Draft” status
Automated Invoice Components
Step 1: Invoice Header Creation
System automatically populates:
Invoice Information
- Invoice Number: INV-2024-0001 (auto-sequential)
- Invoice Date: Job completion date
- Customer: From job record
- Billing Address: From customer account
- Job Reference: JOB-2024-1234
- Service Location: Where work performed
Payment Terms
- Pulled from customer account
- Default: Net 30
- Due date calculated automatically
Step 2: Consumed Parts Addition
All parts used during service automatically become line items:
Parts Line Items Example
Line 1: Capacitor 45MFD
– Quantity: 1
– Unit Price: $65.00 (from price book)
– Tax: $5.36 (8.25%)
– Line Total: $70.36
Line 2: Air Filter 20x25x1
– Quantity: 2
– Unit Price: $18.00 (from price book)
– Tax: $2.97 (8.25%)
– Line Total: $38.97
Line 3: Refrigerant R410A
– Quantity: 3 lbs
– Unit Price: $45.00/lb (from price book)
– Tax: $11.14 (8.25%)
– Line Total: $146.14
Parts Integration Process:
- Technician consumes parts via mobile app
- System tracks quantity and source
- Price book rates applied automatically
- Tax calculated per line item
Step 3: Labor Hours from Time Cards
Logged time automatically converts to labor charges:
Labor Line Items Example
Line 4: Regular Labor – John Smith
– Date: 07/15/2024
– Hours: 2.5
– Rate: $95.00/hour (from price book)
– Tax: $0.00 (labor non-taxable)
– Line Total: $237.50
Line 5: Overtime Labor – John Smith
– Date: 07/15/2024
– Hours: 0.5
– Rate: $142.50/hour (1.5x from price book)
– Tax: $0.00 (labor non-taxable)
– Line Total: $71.25
Time Card Integration:
- Technician logs time on mobile app
- Start/stop times tracked
- Overtime calculated automatically
- Appropriate rates applied
Step 4: Travel Time Addition
Travel hours become separate line items:
Travel Line Items Example
Line 6: Travel Time
– Date: 07/15/2024
– Hours: 0.75
– Rate: $75.00/hour (from price book)
– Tax: $0.00 (travel non-taxable)
– Line Total: $56.25
Travel Tracking:
- GPS tracks travel start/end
- Or manual entry by technician
- Travel rate from price book
- Billable per customer agreement
Step 5: Price Book Integration
All pricing comes from job’s associated price book:
How Price Book Works
- Job has assigned price book
- Each customer can have specific price book
- Price book contains:
- Parts pricing with markups
- Labor rates by type
- Travel rates
- Service charges
Price Hierarchy:
- Customer-specific price book (if exists)
- Job type price book
- Standard price book
- Default system pricing
Step 6: Tax Calculations
Tax applied at line item level:
Tax Configuration
- Taxable Items: Parts and materials
- Non-Taxable: Labor and travel (varies by region)
- Tax Rate: From customer location
- Line-Level Calculation: More accurate
Tax Example:
Parts Subtotal: $255.47
Parts Tax (8.25%): $21.08
Labor Subtotal: $365.00
Labor Tax: $0.00
Invoice Total: $641.55
Invoice Review After Generation
Accessing Auto-Generated Invoice
- From completed job, click View Invoice
- Or navigate to Invoices tab
- Find draft invoice
- Open for review
Draft Status Features:
- Full editing capability
- Add/remove line items
- Adjust quantities
- Apply discounts
- Add notes
Common Adjustments
Adding Credits/Discounts
Line 7: First-Time Customer Discount
– Amount: -$50.00
– Tax: $0.00
– Reduces total due
Adding Special Charges
Line 8: Hazardous Material Disposal
– Amount: $25.00
– Tax: $2.06
– For refrigerant disposal
Warranty Adjustments
Line 9: Warranty Coverage Credit
– Amount: -$65.00
– For covered capacitor
– Customer pays difference only
