Creating an Invoice
This feature is available to users on Advanced and Professional plans.
Invoices are created and managed on the Invoice page. Click on "Invoices" from the Customers menu.
Click the + button at the top right to create a new Invoice.
Select the customer or billing agent to invoice, and search for tickets to add to the invoice, filtering the tickets by location, date, and either looking for tickets by their created date or date they were updated.
Click the checkbox for each ticket to invoice, or click the checkbox at the top to select all tickets. Choose whether or not to send as a single batch invoice (or an invoice for each ticket), and whether to send the Invoice email at the time the invoice is created. Once all the appropriate tickets are selected and the options are set, click "Create Invoice". A new invoice document will be created with each ticket attached as a line item on the invoice. Each ticket will advance to the "Invoiced" status.
Note: When a ticket is attached to an invoice, it is no longer directly editable.
You can manage existing invoices with the options under the Actions column. Click on the 3 dots to see options for that invoice.
The View button will bring up the Invoice view page, providing more information about the invoice.
The Print button will print the invoice.
For invoices that are not Paid in Full, the Remittance button and the Delete button will appear.
Begin the remittance workflow by clicking the Add Payment button, or the Remittance button from the Invoice view page.
By default, an payments are applied to the oldest ticket first. If more than the ticket balance is paid, the remainder will pass to the second ticket, and so on. If necessary, the values can be edited more appropriately by editing the Payment field. A ticket that is paid in full can be moved to Closed status with the Ticket Status field. A discount can also be added to a ticket using the Discount field.
A ticket can be removed from an invoice with the Remove button. Removing a ticket removes pending payments. If a payment has already been posted for a ticket via the invoice, then the remove option becomes unavailable.
To add a removed ticket back to an Invoice, use the Re-Add button.
The Write Off button applies a discount to the ticket for its remaining balance while recalculating the new tax amount due, so that the ticket balance due reaches zero and it can be closed.
***As of RepairQ 1.16, the option to change the dates of these two things are now available:
- Payment Date: this is the date that will show as the transaction date in cash flow records. This is NOT the date in which the revenue/sales are accounted for. If you enter a date that is before the date the ticket was advanced to "Waiting for Payment", it will auto-adjust the payment date to be the date it was marked as "Waiting for Payment".
- Revenue Date: this is the date in which the revenue/sales are accounted for. This is useful in the case of repair work being completed one month, but not paid for until the next, and you want your sales showing for the month in which the work was completed. If you enter a date that is before the date the ticket was advanced to "Waiting for Payment", it will auto-adjust the payment date to be the date it was marked as "Waiting for Payment".
Once payment has been applied and tickets updated appropriately, click Save Remittance.
The Invoice status will move to either Partially Paid or Paid in Full. Individual payment records are automatically created for each ticket, discounts are applied to ticket items where applicable, and ticket statuses are updated appropriately.
The Invoice will also reflect Payment history for tickets, which includes payments made through the ticket and by recording through invoice. Invoiced charges will need to be refunded through the Invoice.
There is a workflow if a customer or Billing Agent pays more than owed.
When saving the remittance, if the invoice was overpaid, a dialogue box will pop up asking how the overpayment should be handled.
There are two ways to handle the overpayment:
1. Credit Customer: This option will apply the overage to the customer or billing agent's credit balance, which they can then apply on future tickets or invoices in the future.
2. Ignore Overpayment: This means that the overage will not be tracked in RepairQ, and generally assumes that you handled the overage outside of the system (e.g. cutting a refund check to the customer)