{"id":1317,"date":"2025-07-10T14:33:17","date_gmt":"2025-07-10T14:33:17","guid":{"rendered":"https:\/\/help.fieldax.com\/?post_type=docs&p=1317"},"modified":"2025-07-10T14:33:18","modified_gmt":"2025-07-10T14:33:18","password":"","slug":"create-invoice","status":"publish","type":"docs","link":"https:\/\/document.fieldax.com\/?docs=create-invoice","title":{"rendered":"Create Invoice"},"content":{"rendered":"\n

Understanding Automatic Invoice Creation<\/strong><\/h2>\n\n\n\n

In FieldAx, invoices generate automatically when jobs are completed, capturing all billable elements from the service visit.<\/p>\n\n\n\n

Invoice Generation Trigger<\/strong><\/h3>\n\n\n\n

When Job is Closed\/Completed<\/strong><\/p>\n\n\n\n

The moment a technician completes a job:<\/p>\n\n\n\n

  1. Status changes to “Completed”<\/li>
  2. System triggers invoice creation<\/li>
  3. All job data transfers to invoice<\/li>
  4. Invoice appears in “Draft” status<\/li><\/ol>\n\n\n\n

    Automated Invoice Components<\/strong><\/h2>\n\n\n\n

    Step 1: Invoice Header Creation<\/strong><\/h3>\n\n\n\n

    System automatically populates:<\/p>\n\n\n\n

    Invoice Information<\/strong><\/p>\n\n\n\n

    • Invoice Number<\/strong>: INV-2024-0001 (auto-sequential)<\/li>
    • Invoice Date<\/strong>: Job completion date<\/li>
    • Customer<\/strong>: From job record<\/li>
    • Billing Address<\/strong>: From customer account<\/li>
    • Job Reference<\/strong>: JOB-2024-1234<\/li>
    • Service Location<\/strong>: Where work performed<\/li><\/ul>\n\n\n\n

      Payment Terms<\/strong><\/p>\n\n\n\n

      • Pulled from customer account<\/li>
      • Default: Net 30<\/li>
      • Due date calculated automatically<\/li><\/ul>\n\n\n\n

        Step 2: Consumed Parts Addition<\/strong><\/h3>\n\n\n\n

        All parts used during service automatically become line items:<\/p>\n\n\n\n

        Parts Line Items Example<\/strong><\/p>\n\n\n\n

        Line 1: Capacitor 45MFD<\/p>\n\n\n\n

        – Quantity: 1<\/p>\n\n\n\n

        – Unit Price: $65.00 (from price book)<\/p>\n\n\n\n

        – Tax: $5.36 (8.25%)<\/p>\n\n\n\n

        – Line Total: $70.36<\/p>\n\n\n\n

        Line 2: Air Filter 20x25x1  <\/p>\n\n\n\n

        – Quantity: 2<\/p>\n\n\n\n

        – Unit Price: $18.00 (from price book)<\/p>\n\n\n\n

        – Tax: $2.97 (8.25%)<\/p>\n\n\n\n

        – Line Total: $38.97<\/p>\n\n\n\n

        Line 3: Refrigerant R410A<\/p>\n\n\n\n

        – Quantity: 3 lbs<\/p>\n\n\n\n

        – Unit Price: $45.00\/lb (from price book)<\/p>\n\n\n\n

        – Tax: $11.14 (8.25%)<\/p>\n\n\n\n

        – Line Total: $146.14<\/p>\n\n\n\n

        Parts Integration Process<\/strong>:<\/p>\n\n\n\n

        • Technician consumes parts via mobile app<\/li>
        • System tracks quantity and source<\/li>
        • Price book rates applied automatically<\/li>
        • Tax calculated per line item<\/li><\/ul>\n\n\n\n

          Step 3: Labor Hours from Time Cards<\/strong><\/h3>\n\n\n\n

          Logged time automatically converts to labor charges:<\/p>\n\n\n\n

          Labor Line Items Example<\/strong><\/p>\n\n\n\n

          Line 4: Regular Labor – John Smith<\/p>\n\n\n\n

          – Date: 07\/15\/2024<\/p>\n\n\n\n

          – Hours: 2.5<\/p>\n\n\n\n

          – Rate: $95.00\/hour (from price book)<\/p>\n\n\n\n

          – Tax: $0.00 (labor non-taxable)<\/p>\n\n\n\n

          – Line Total: $237.50<\/p>\n\n\n\n

          Line 5: Overtime Labor – John Smith<\/p>\n\n\n\n

          – Date: 07\/15\/2024  <\/p>\n\n\n\n

          – Hours: 0.5<\/p>\n\n\n\n

          – Rate: $142.50\/hour (1.5x from price book)<\/p>\n\n\n\n

          – Tax: $0.00 (labor non-taxable)<\/p>\n\n\n\n

          – Line Total: $71.25<\/p>\n\n\n\n

          Time Card Integration<\/strong>:<\/p>\n\n\n\n

          • Technician logs time on mobile app<\/li>
          • Start\/stop times tracked<\/li>
          • Overtime calculated automatically<\/li>
          • Appropriate rates applied<\/li><\/ul>\n\n\n\n

            Step 4: Travel Time Addition<\/strong><\/h3>\n\n\n\n

            Travel hours become separate line items:<\/p>\n\n\n\n

            Travel Line Items Example<\/strong><\/p>\n\n\n\n

            Line 6: Travel Time<\/p>\n\n\n\n

            – Date: 07\/15\/2024<\/p>\n\n\n\n

            – Hours: 0.75<\/p>\n\n\n\n

            – Rate: $75.00\/hour (from price book)<\/p>\n\n\n\n

            – Tax: $0.00 (travel non-taxable)<\/p>\n\n\n\n

            – Line Total: $56.25<\/p>\n\n\n\n

            Travel Tracking<\/strong>:<\/p>\n\n\n\n

            • GPS tracks travel start\/end<\/li>
            • Or manual entry by technician<\/li>
            • Travel rate from price book<\/li>
            • Billable per customer agreement<\/li><\/ul>\n\n\n\n

              Step 5: Price Book Integration<\/strong><\/h3>\n\n\n\n

              All pricing comes from job’s associated price book:<\/p>\n\n\n\n

              How Price Book Works<\/strong><\/p>\n\n\n\n

              • Job has assigned price book<\/li>
              • Each customer can have specific price book<\/li>
              • Price book contains:
                • Parts pricing with markups<\/li>
                • Labor rates by type<\/li>
                • Travel rates<\/li>
                • Service charges<\/li><\/ul><\/li><\/ul>\n\n\n\n

                  Price Hierarchy<\/strong>:<\/p>\n\n\n\n

                  1. Customer-specific price book (if exists)<\/li>
                  2. Job type price book<\/li>
                  3. Standard price book<\/li>
                  4. Default system pricing<\/li><\/ol>\n\n\n\n

                    Step 6: Tax Calculations<\/strong><\/h3>\n\n\n\n

                    Tax applied at line item level:<\/p>\n\n\n\n

                    Tax Configuration<\/strong><\/p>\n\n\n\n

                    • Taxable Items<\/strong>: Parts and materials<\/li>
                    • Non-Taxable<\/strong>: Labor and travel (varies by region)<\/li>
                    • Tax Rate<\/strong>: From customer location<\/li>
                    • Line-Level Calculation<\/strong>: More accurate<\/li><\/ul>\n\n\n\n

                      Tax Example<\/strong>:<\/p>\n\n\n\n

                      Parts Subtotal: $255.47<\/p>\n\n\n\n

                      Parts Tax (8.25%): $21.08<\/p>\n\n\n\n

                      Labor Subtotal: $365.00<\/p>\n\n\n\n

                      Labor Tax: $0.00<\/p>\n\n\n\n

                      Invoice Total: $641.55<\/p>\n\n\n\n

                      Invoice Review After Generation<\/strong><\/h2>\n\n\n\n

                      Accessing Auto-Generated Invoice<\/strong><\/h3>\n\n\n\n
                      1. From completed job, click View Invoice<\/strong><\/li>
                      2. Or navigate to Invoices<\/strong> tab<\/li>
                      3. Find draft invoice<\/li>
                      4. Open for review<\/li><\/ol>\n\n\n\n

                        Draft Status Features<\/strong>:<\/p>\n\n\n\n

                        • Full editing capability<\/li>
                        • Add\/remove line items<\/li>
                        • Adjust quantities<\/li>
                        • Apply discounts<\/li>
                        • Add notes<\/li><\/ul>\n\n\n\n

                          Common Adjustments<\/strong><\/h3>\n\n\n\n

                          Adding Credits\/Discounts<\/strong><\/p>\n\n\n\n

                          Line 7: First-Time Customer Discount<\/p>\n\n\n\n

                          – Amount: -$50.00<\/p>\n\n\n\n

                          – Tax: $0.00<\/p>\n\n\n\n

                          – Reduces total due<\/p>\n\n\n\n

                          Adding Special Charges<\/strong><\/p>\n\n\n\n

                          Line 8: Hazardous Material Disposal<\/p>\n\n\n\n

                          – Amount: $25.00<\/p>\n\n\n\n

                          – Tax: $2.06<\/p>\n\n\n\n

                          – For refrigerant disposal<\/p>\n\n\n\n

                          Warranty Adjustments<\/strong><\/p>\n\n\n\n

                          Line 9: Warranty Coverage Credit<\/p>\n\n\n\n

                          – Amount: -$65.00<\/p>\n\n\n\n

                          – For covered capacitor<\/p>\n\n\n\n

                          – Customer pays difference only<\/p>\n","protected":false},"excerpt":{"rendered":"

                          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…<\/p>\n","protected":false},"author":1,"featured_media":0,"comment_status":"open","ping_status":"closed","template":"","meta":{"footnotes":""},"doc_category":[15],"doc_tag":[],"class_list":["post-1317","docs","type-docs","status-publish","hentry","doc_category-billing"],"year_month":"2026-05","word_count":507,"total_views":0,"reactions":{"happy":0,"normal":0,"sad":0},"author_info":{"name":"admin","author_nicename":"admin","author_url":"https:\/\/document.fieldax.com\/?author=1"},"doc_category_info":[{"term_name":"Billing","term_url":"https:\/\/document.fieldax.com\/?doc_category=billing"}],"doc_tag_info":[],"_links":{"self":[{"href":"https:\/\/document.fieldax.com\/index.php?rest_route=\/wp\/v2\/docs\/1317","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/document.fieldax.com\/index.php?rest_route=\/wp\/v2\/docs"}],"about":[{"href":"https:\/\/document.fieldax.com\/index.php?rest_route=\/wp\/v2\/types\/docs"}],"author":[{"embeddable":true,"href":"https:\/\/document.fieldax.com\/index.php?rest_route=\/wp\/v2\/users\/1"}],"replies":[{"embeddable":true,"href":"https:\/\/document.fieldax.com\/index.php?rest_route=%2Fwp%2Fv2%2Fcomments&post=1317"}],"version-history":[{"count":1,"href":"https:\/\/document.fieldax.com\/index.php?rest_route=\/wp\/v2\/docs\/1317\/revisions"}],"predecessor-version":[{"id":1318,"href":"https:\/\/document.fieldax.com\/index.php?rest_route=\/wp\/v2\/docs\/1317\/revisions\/1318"}],"wp:attachment":[{"href":"https:\/\/document.fieldax.com\/index.php?rest_route=%2Fwp%2Fv2%2Fmedia&parent=1317"}],"wp:term":[{"taxonomy":"doc_category","embeddable":true,"href":"https:\/\/document.fieldax.com\/index.php?rest_route=%2Fwp%2Fv2%2Fdoc_category&post=1317"},{"taxonomy":"doc_tag","embeddable":true,"href":"https:\/\/document.fieldax.com\/index.php?rest_route=%2Fwp%2Fv2%2Fdoc_tag&post=1317"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}