Work Order Billing
Converting completed work orders into invoices ensures you get paid for service work performed. DrillerDB streamlines the billing process by capturing labor, parts, and other charges during work order execution, then generating professional invoices with a few clicks.
Billing Workflow
The work order billing process typically follows these steps:
Complete the Work: Technicians finish the service work and update the work order status to completed. All labor hours, parts used, and additional charges should be recorded on the work order.
Review Charges: Office staff reviews the completed work order to verify all billable items are captured accurately. This includes double-checking labor hours, parts quantities, and any additional fees.
Generate Invoice: Click the "Create Invoice" button on the work order detail page. The system automatically creates an invoice populated with all charges from the work order.
Review and Send: Review the generated invoice, make any necessary adjustments, then send it to the customer via email or print for mailing.
Labor Charges
Labor is typically the largest component of service invoices:
Time Tracking: Record actual hours worked on the service call. Many companies bill service work at hourly rates, so accurate time tracking is essential.
Rate Selection: Apply the appropriate labor rate. You may have different rates for regular hours, overtime, emergency service, or specialized work. The system can automatically apply the correct rate based on service type and timing.
Multiple Technicians: If multiple technicians worked on the job, record each person's time separately. The invoice combines all labor into line items that clearly show who did what work.
Minimum Charges: Many service companies have minimum charge policies, such as a two-hour minimum for service calls. The billing system can automatically apply these minimums when generating invoices.
Parts and Materials
Parts used during service work appear as separate invoice line items:
Inventory Integration: If you track parts inventory in DrillerDB, items used on work orders automatically deduct from inventory. The invoice pulls current part pricing, ensuring accurate billing.
Manual Parts Entry: For parts not in your inventory system, manually add line items with descriptions, quantities, and prices.
Markup Application: Apply standard markup percentages to parts to cover handling and ensure profitability. Different markup rates can apply to different part categories.
Parts Documentation: Attach receipts or parts lists to the work order for cost verification and customer transparency.
Additional Charges
Other billable items can be added to work order invoices:
Trip Charges: Add flat fees for travel to remote locations or emergency calls outside normal service areas.
Equipment Rental: Bill for specialty equipment or tools used during the service call.
Disposal Fees: Charge for proper disposal of replaced parts, fluids, or other materials.
Permit Fees: Pass through costs for permits or inspections required to complete the work.
Invoice Integration
Work order invoices integrate with your accounting system:
QuickBooks Sync: If connected to QuickBooks Online, invoices automatically sync to your accounting system, eliminating double entry.
Payment Processing: Accept credit card payments directly on the invoice through Stripe integration.
Payment Tracking: When customers pay, record payments in DrillerDB to update aging reports and customer account balances.
Batch Invoicing
For customers with multiple completed work orders, you can generate a single combined invoice covering all work performed during a billing period. This is particularly useful for maintenance contracts or high-volume service accounts.
Customer Approval
Some service agreements require customer approval before invoicing. The work order system supports approval workflows where customers receive a summary of proposed charges and must approve before the final invoice is generated. This reduces billing disputes and ensures customer satisfaction.