Modifying and Closing an Invoice: Tech App

This article goes through modifying and closing an invoice from the tech app.

Table of Contents

1. Add Services
2. View/Edit Services
3. Add Promo
4. Release for Approval
   OR
   Add a Payment (This will be displayed in place of the Approve Invoice section once the invoice is approved)
5. Technician Notes
6. Close an Invoice

 

 

1. Add Services

Click on this button to add new services to the job. From these screens, these will be counted as services added by the technician. See the article on Managing Products and Services in the Field for information on how add-on can be calculated based on permissions.

1. Type in the product that you would like to add. This will filter the list of products to match what you have typed.

2. Notice that the Department name is displayed to the right of each product.

   Note: This service list will populate based off of the user department options selected in Admin > Users.

3. Tap the product that you want to add.

 

You have the ability to edit the price and the quantity as well as a description.  

When you are finished, click Add.

The new line item will now be listed in the services without a lock next to it. 

Back to Invoice

 

2. View/Edit Services

1. Lock - A lock will appear if the product was on the original booking.
2. Product Name
3. Quantity and price. The quantity of the product appears before the @ sign. The price appears after.
4. The department of the product.
5. The total price. This should be equal to the quantity times price.

Editing Services

To Edit a service, click on the service. A modal will pop up that allows you to edit the service according to the permissions you have. 

Note: Depending on the service settings and user permissions, editing locked products can decrease upsell or adjustments. 

 

Back to Invoice

 

3. Release For Approval / Add Payment

After all work has been completed and no additional services will be added to the invoice (except for a tip), the invoice needs to be approved before it can be paid or closed.

Note: The option to release for approval only exists in the mobile view. If you are editing the invoice from the desktop view, you will only see the option to add a payment to the invoice.

3.1.1 Release For Approval for the User Invoice Link

After sending the customer their invoice link, they will not be able to add payment to the invoice until it has been released for approval. Use the "Release for Approval" button shown above to allow the customer to add payment to the invoice.

This method means the customer will use the payment flow on their own device. The invoice link should have already been sent to the customer using the "Send User Invoice Link" button on the appointment screen. Pressing the "Release for Approval" button allows the customer to add payment to the invoice.

 

3.1.2 Release for Approval and continue on the technicians phone

After you have pressed the "Release for Approval" button, the payment flow will be displayed and you will be asked if the customer is present. 

1. If the customer is not present and you either have a Cash or Check payment to add or you are closing the invoice without payment, you can simply press No.
   • At this point, you can then click add payment > choose the payment type > add the payment and then close the invoice OR close the invoice without payment. In Zr Ware® the invoice will act as if it had been pre-approved.
   • Note: There is a company setting to require a payment in order to be able to close the invoice. Your company may or may not be using this.
2. If the customer is present and the customer has no way to receive a User Invoice Link, press Yes. After pressing yes, you should then give the customer your device so that the customer may complete the remaining steps. 

The customer then goes through the Payment Flow. View link for more information on the Payment Flow. 

Back to Invoice

 

Add a Payment (If the customer hasn't done so through the User Invoice Link)

Once cleaning has been completed and the invoice has been approved, click Add Payment.

Select payment method.

• You do have the ability to enter more than one form of payment.
• The option to transfer a payment from another invoice may not be available for everyone. 

Enter the necessary information and click Add.

The payment will be listed under the Payments section. Please verify that the amount Due is $0.00

Back to Invoice

 

5. Technician Notes

To add notes, click Technician Notes

Enter the notes and click Save

- There is a company setting available that forces the techs to add notes before they can close the invoice.

- There are examples of how to and how not to write technician notes.

 

Back to Invoice

Back to Appointment Screen

6. Close an Invoice

Click 'Close Invoice' at the bottom of the screen

 

This will open the 'Verify Email & Close' screen.

6.1. Verify Email Addresses

The ability for the tech to edit these can be turned off in Admin > Company > Tech can add/edit/deselect email before closing invoice/estimate. This applies to opting out of marketing emails as well.

6.1.a - Add new Service Contact email and choose the opt-in status. The default status for the opt-in is set by Admins. 

6.1.b - You can choose which email(s) the invoice will be sent to by checking the appropriate boxes. 

6.1.c - Quick view of the opt-in status for this email address.

6.1.d - Use the edit buttons to edit an existing email and/or opt in or out of marketing emails. See warning in red above.

6.1.e - Select All. Use this button to send the invoice to every email present on the client.

6.1.f - Deselect All. Use this button to not send the invoice to any email (note that if there is a separate billing contact, the primary email cannot be deselected).

By default, the primary email of the service contact is selected, as well as the primary email of the billing contact (if it is different).

 

6.2. Optional: Set Next Contact Date

Click 'Set Next Contact Date'

Enter next contact date and notes regarding the contact.  On the contact date, a call back will be added to the CSR's call back list.

Click 'Save'

 

6.3. Close Invoice

Click 'Close Invoice'

 

Click 'Yes' to confirm that you want to close the invoice.

 

When you close the invoice, a copy of the invoice will be emailed to the customer.

 

You will receive a confirmation that the invoice was closed successfully and will be presented with some observational questions to answer.  

Click Return to Home

You will be returned to the 'Morning Reminders' screen

Click 'View Next Appointment'

You will then be taken to your next job.

Please note:  The mobile app must have 4G, LTE, or a wifi connection.  (3G and slower connections are not supported)

Back to Invoice