Review invoices before batching

Overview

Review invoices carefully before batching and exporting to your accounting system by verifying job details, pricebook items, taxes, payments, and review status in the Invoices module to ensure accuracy, proper job costing, and a successful export.

Commercial businesses

Residential businesses

Who uses this feature

Administrators, office employees, managers, accountants, and bookkeepers
Applies to all business types
Applies to all trades

Feature configuration

Account configuration is required to use this feature. Please contact Technical Support for details.
The Review Invoice (Transaction Hub) and Assign Invoice (Transactino Hub) permissions are required to use this feature. Please contact the account administrator on your team.

Review invoices before batching

Before you batch your invoices, review them to ensure that the invoice details are correct. This is important as you will not be able to edit an invoice after it is exported to your accounting system.

Is the correct business unit tied to the job?	To change the business unit, navigate to the job record and click the Edit.
Is there an invoice summary?	This should be a summary of the work completed by the technician. This is usually entered by the technician while on the job. The invoice summary is on the printed and emailed customer invoice.
Is the invoice correct?	Make sure the correct pricebook items have been added. Also, check the total and subtotal amounts on the invoice to make sure it is correct.
Is there at least one Pricebook item on the invoice?	Even if this is a No Charge job, there should be at least one pricebook item on the invoice (if it's No Charge, typically this will be a $0 item). Never close out a blank invoice - every invoice should have at least one service, equipment, or chargeable material item. Note: Invoices with no pricebook tasks, equipment, or chargeable materials will not export. It is OK to export an invoice with a $0 balance. You can have a $0 Pricebook item on the invoice, and this will not cause any exporting errors.
Does the invoice contain all the materials used on the job?	Check to make sure that the technician added all the materials used to the invoice. This will affect your job costing and inventory reporting.
Is the sales tax correct?	If your business charges sales tax, check that sales tax has calculated properly. Note: If the service location tax zone or the tax zone rate changes after the invoice is created, a Refresh appears next to the tax total on the invoice. Click Refresh to recalculate tax on the invoice. Also, if needed, click Update Invoice Detail to change tax zones on invoices.
Has the membership been activated?	If a membership was sold on the invoice, check the service location and ensure the membership was applied. You should also ensure the proper recurring services appear on the membership.
Have the technician splits been entered correctly?	Make sure that the job splits have been assigned correctly to each technician who worked the job. Go to the invoice, and click Adjust Splits.
Are the timesheets correct?	Check your technicians’ timesheets. From the job record, click the job actions dropdown then Timesheets to review the timesheets.
Have the invoice and/or estimate been sent to the customer?	If you want to make sure an invoice or estimate was emailed, you can see this in the job audit trail. In the job record click the Email tab under Job History.
Has the job been closed out?	Go to the job to make sure the status is Completed. You cannot batch an invoice if the job is not done.
Is there an invoice date?	You can add an invoice date by clicking into the invoice, and updating the invoice details. Go to the invoice, click Update invoice details. Then, update the Invoice Date field.
Are payments entered correctly?	If a payment was applied, check that the selected payment type is correct and that it was successfully processed.
Does the customer have a balance?	If the customer has a balance, collect payment. Note: You can batch invoices that have not been fully paid. You can batch the invoice, then batch the payments separately. After you’ve finished reviewing the invoice, you can add it to a batch.

Assign invoices for review in the Invoices module

The Invoices module in the Transaction Hub gives you a centralized location where you can open individual invoices, assign them for review, review them, and take actions. When you click the Review Status tab, the top portion of the module shows a visual summary of your invoices based on the review status.

Click the amount on a status section to filter the invoice table. For example, click the amount on the On Hold status section to filter and show invoices that are currently on hold.

To assign invoices for review:

Go to the navigation bar and click Accounting .
In the side menu, click Invoices.
On the Invoices screen that opens, use Filter or the review summary at the top to filter your invoices.
Select the invoices you want to be reviewed.
Click Actions.
On the dropdown that opens, select Assign invoices to.
On the Assign to selected invoices popup that opens, select the employee you want to review invoices.
When finished, click Apply.

Review invoices in the Invoices module

Go to the navigation bar and click Accounting .
In the side menu, click Invoices.
On the Invoices screen that opens, use Filter or the top summary at the top to filter out your invoices.
Find an invoice you want to review and click the invoice row.
Note: Clicking the invoice number takes you directly to the invoice record.
On the Invoice Details screen that opens, review the information.
When you’re finished reviewing the invoice, go to Review Status > Reviewed to mark the invoice as reviewed.
If you want to review another invoice, click Next.
If you're finished reviewing, click Close.

Want to learn more?

See Invoicing