Pump & Service Work Order Billing

Converting completed work orders into invoices ensures you get paid for service work performed. This guide walks you through capturing charges and generating professional invoices.

Quick Start: Bill a Work Order

1. Complete the work order
2. Review labor, parts, and charges
3. Click Create Invoice
4. Review and send to customer

Billing Workflow Overview

Step-by-Step: Recording Charges

Recording Labor

Step 1: Enter Time

1. Open completed work order
2. Go to Billing tab
3. Click Add Labor
4. Enter:

Step 2: Apply Rate

The system can:

• Auto-apply rate based on service type
• Use technician's default rate
• Allow manual rate entry

Recording Parts

Step 1: Add Parts Used

1. Click Add Parts
2. Search inventory or enter manually
3. Enter quantity
4. Price auto-fills from inventory

From Inventory:

• Select item from list
• Current price applied
• Inventory deducts automatically

Manual Entry:

• Enter part description
• Set quantity and price
• Optionally add to inventory

Step 2: Apply Markup

Recording Additional Charges

Add other billable items:

Step-by-Step: Add Charge

1. Click Add Charge
2. Select charge type
3. Enter description
4. Set amount
5. Save

Step-by-Step: Creating the Invoice

Step 1: Review Charges

Before generating invoice:

1. Open completed work order
2. Go to Billing tab
3. Review all line items:
   • Labor hours accurate?
   • Parts quantities correct?
   • Prices current?
   • All charges included?

Step 2: Generate Invoice

1. Click Create Invoice
2. System creates invoice from work order data
3. Invoice preview displays

Step 3: Review Invoice

Check the generated invoice:

Step 4: Make Adjustments

If changes needed:

1. Click any line to edit
2. Add or remove items
3. Adjust quantities or prices
4. Update descriptions

Step 5: Send to Customer

Email:

1. Click Send Invoice
2. Verify customer email
3. Add message (optional)
4. Click Send

Print:

1. Click Print
2. Use professional template
3. Mail to customer

Customer Portal:

• Customer receives link
• Can view and pay online
• Payment through Stripe

Labor Billing Options

Hourly Billing

Standard approach:

• Record actual hours
• Apply hourly rate
• Bill for time worked

Flat Rate Billing

Fixed price per service:

• Set price for common services
• Customer knows cost upfront
• Profit if completed faster

Minimum Charges

Ensure minimum revenue:

1. Go to Settings > Billing & Invoicing
2. Set minimum service charge
3. System applies when total is below minimum

Multiple Technicians

If multiple techs worked:

• Record each person's time separately
• Apply appropriate rate per person
• Invoice shows breakdown

Parts Billing Options

Inventory Integration

When using inventory:

• Parts deduct automatically
• Current price applied
• Tracks what's used where

Markup Settings

Configure markup:

1. Go to Settings > Billing & Invoicing
2. Set default parts markup
3. Can override per invoice

Parts Documentation

Attach receipts:

1. Go to Notes tab
2. Upload receipt images
3. Links to invoice for reference

Invoice Integration

QuickBooks Sync

If connected to QuickBooks:

1. Invoice syncs automatically
2. Customer matches or creates
3. Items map to QBO products
4. No double entry needed

Foundation Software

If using Foundation:

1. Invoice syncs via Agave API
2. Maps to Foundation job costing
3. Customer records sync

Payment Processing

Accept payments:

• Credit card via Stripe
• ACH bank transfer
• Record cash/check manually

Batch Invoicing

Multiple Work Orders

For one customer with several work orders:

1. Go to Billing > Batch Invoice
2. Select customer
3. Check work orders to include
4. Click Create Combined Invoice
5. All work orders on one invoice

Monthly Billing

For service contracts:

1. Run at end of billing period
2. Select date range
3. Generate invoices for all completed work
4. Send batch or individually

Customer Approval Workflow

Some agreements require approval before billing:

Step-by-Step: Approval Workflow

1. Complete work order
2. Click Send for Approval
3. Customer receives summary
4. Customer approves charges
5. Generate invoice after approval

Benefits

• Reduces billing disputes
• Customer sees charges before invoice
• Documents agreement to pay

Troubleshooting

Can't create invoice?

• Work order must be completed
• Check for validation errors
• Verify billing permissions

Invoice total seems wrong?

• Check all line items
• Verify markup settings
• Review tax configuration

QuickBooks not syncing?

• Check connection in Settings
• Verify customer exists in QBO
• Review sync error log

Customer didn't receive invoice?

• Verify email address
• Check spam folder
• Try resending
• Use print and mail option

Parts not deducting from inventory?

• Parts must be in inventory system
• Select from inventory (not manual entry)
• Check inventory permissions

Related Topics

• Work Order Details - Work order management
• Invoicing Overview - Invoice management
• QuickBooks Integration - Accounting sync
• Stripe Connect - Payment processing