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Pending Items

Service Billing > Pending Items

The Pending Items page creates the invoices for billable entries. Billable entries must be approved before the entries can be included in an invoice. New billable entries can be created using this same page, similar to creating billable entries using General Entries.

Prior to the creation of an invoice, billable entries can be edited, deleted, approved, marked as pending, or marked on hold.

Once approved, billable entries can be selected for processing into invoices. Multiple invoices for multiple customers can be processed at a time, enabling you to manage all billing activity by billing cycle. Processed invoices can be automatically sent via email as a PDF attachment to streamline the billing process. You can preview an invoice before you create it. Once the invoice is created, the billable entries included in the invoice can no longer be modified.

Invoiced billable entries can be reviewed using:

Note: Pending Items updates customer balances prior to generating any invoices, so that the invoice statement includes an up to date balance. The balance of a selected customer can be updated using the Refresh Balance button in Customers. Customer balances are refreshed periodically by specifying a harvest schedule using the Schedule tab in Application Settings.

Automatic Sending of Invoices by Email

Setting the Preferred Method of Contact for a customer to Email using the Customer > Customer Info > General tab enables the automatic sending of invoice PDFs by email when an invoice is generated. Any other Preferred Method of Contact disables the automatic sending of invoices by email. Invoices can still be sent by email manually after they are generated.

Billable vs. Non-Billable Amounts

To be billable, both the pending item and the detail row must be set to billable. If a pending item in the upper pane is not billable, then the value in the Billable Amt column is zero, even if one or more Details rows in the lower pane are checked as billable.

Actions

  • New - Creates a new entry you can bill immediately. See Creating an Entry.
  • Edit - Edits the summary line of billing entries unassociated with a work order.
  • Adjust - Adjusts a billing line up or down, including making it billable or non-billable.
  • Delete - Deletes a billing line.
  • Approve - Approves a billing line.
  • Mark on Hold - Puts a billing line on hold.
  • Preview Invoices - Displays a preview invoice of:
    • Selected Billable Items
    • Only Approved Billable Items
    • All Billable Items
  • Process Invoices - Generates invoices for approved billing lines.
  • Refresh - Refreshes the page.

Details

  • Edit - Edits the summary line of an item unassociated with a work order.
  • Adjust - Adjusts the amount of a billable item and includes an explanatory note for the adjustment.