Quote and Invoice an Equipment Repair

At the end of this playbook one repair has moved end to end: the customer approved a quote that lists the parts, the repair job carried what was sold to the technician, the technician confirmed the quoted parts and logged what else the repair used, stock came off the truck or the warehouse at checkout, and the invoice billed the signed prices plus anything used beyond the quote. You will also know what to do when a part was logged wrong, logged late, or never quoted.

This is written for the pool Equipment Repair work type. The same flow runs for any one-off repair work type that logs Parts Used, such as the lawn Equipment Repair.

Before you start

• Inventory Tracking is on and the parts you sell are inventory items under Inventory, each with a unit and, if you bill parts beyond the quote, a sell price or a markup. A part the technician logs is only deducted when it is an inventory item.
• The repair work type has Creates a Job on Approval checked under SettingsWork Types, so an approved quote makes a job. Under it, Assign the job to the estimator gives the job to the crew member who recorded the approval on site, or who sent the quote, when they carry the work type under Team → Work types. When to schedule the job lands it on the next business day or the same day.
• Decide whether parts used beyond the quote are billed. That needs Bill Chemical Usage on Monthly Invoices under SettingsChemical Billing, and it is off by default. With it off, a part the quote did not price is deducted from stock but not billed. See Bill Chemicals Used on Invoices for pricing modes.
• If technicians draw from a truck, each vehicle has its own stock location under InventoryStock Locations. Stock is taken from the vehicle the technician had signed out on their shift, else the vehicle they normally drive, else the default warehouse.

1. Quote the repair

Build the quote as in Send a Quote, or from a reported issue with Build Quote as in Work Reported Issues. Add the parts as quote lines picked from your products, not typed by hand. A line picked from a product carries the product with it. That is what lets the job pre-fill the technician's Parts Used list and what lets the invoice recognise a logged part as already quoted. A typed line matches a logged part only when the labels are exactly the same.

Send it and record the approval, on the portal, by signature on site, or with Record Acceptance.

2. The approval makes the job

When the work type has Creates a Job on Approval, approving the quote creates the repair job with the quote's lines and customer notes in its notes, the signed total as its estimated revenue, and a link back to the quote. It is a one-off job: it is never linked to a service contract at the site, so the quote's invoice is always available for it.

Whoever recorded the approval sees a wrap-up card, Customer approved this quote. It says which job was created, for which work type, assigned to whom and on which day. Start the work now moves the job to today and assigns it to them when they hold the work type. Schedule it later leaves it where the setting put it. When the work type makes no job on approval, the card offers Create the job now instead, and the office can also create it from the quote's Actions menu with Create Job, or from an issue with Schedule Repair.

On the job page, the Quote card under Job Details shows the quote's number, status, total and who signed. Open the job under Jobs.

3. The technician runs the repair

The Equipment Repair wizard on the web and on the phone runs Diagnose, Before Photos when the work type asks for them, Parts Used (the phone's rail calls it Parts & Labor), Quote & Approval when the work type requires an approved quote, Photos, and Complete.

Parts Used

The step opens with the quoted products already on the list, at the quoted amounts, each marked From the quote. The technician changes an amount to what was really used, removes a quoted part that was not used, and adds anything else with Add Part on the web or Add From Inventory on the phone. Nothing is logged until the technician leaves the step or completes the visit. A quoted product that is not on the work type's inventory list is not pre-filled. The step names it, so the technician adds it another way or tells the office.

Every row and every product in the picker shows what is on hand, from the technician's truck first when their shift has one, and otherwise the total, such as 3 each on Truck 4 or 12 gal in stock. With Chemical Billing on it also shows the sell price. A tag says what the customer will see:

Under Already logged this visit the technician can change the amount of a line logged earlier or take it off the visit. A line already on an invoice shows On the invoice and cannot be changed there.

An amount must be a number above zero, and a part is logged in the unit it is stocked in. A unit that converts, such as quarts into gallons, is converted. One that does not is refused with the unit to use.

Quote & Approval

When the work type has Require an approved customer quote before crews can complete a job of this work type checked under SettingsWork Types, this step builds or re-opens the quote that gates this job and captures the approval on site. The same step exists on the phone. On Complete, a banner says the quote is still needed. With a Hard gate checkout is blocked until the quote is approved; with Soft it goes through and an override is recorded in the job's history. When the customer declined, the technician ticks Customer declined — close this job with no work performed and the visit closes with no work.

Checkout

Completing the visit logs any rows still on the Parts Used list, one at a time, so a row that fails leaves the others logged exactly once. Stock then comes off for every logged inventory item, from the technician's truck when their shift has one, else the default warehouse. A line whose inventory item has since been archived deducts nothing and the job's history says so. Reopening the job puts the stock back.

4. Invoice it

Open the job's Invoice tab. A repair with an approved quote shows one primary button, Create Invoice from QU-x, available once the job is completed, with Build an invoice by hand instead under it. A repair with no quote shows Create Invoice. From a reported issue, Invoice From Quote does the same.

The invoice from the quote bills:

• every line the customer approved, at the signed price, with the quote's discounts and tax rate;
• each logged part the quote did not price, as its own line at its sell price, when Chemical Billing is on;
• for a quoted product the technician used more of than was quoted, one line for the difference, such as 2 each used beyond the 1 quoted, at the quote line's unit price.

A logged part the quote did price is left off, and the draft's internal notes list every line left off for that reason. The logged lines the invoice billed are marked, so they are never billed again.

Build an invoice by hand instead opens the New Invoice page with the job selected. The quoted lines are shown there read-only with the same Create Invoice from QU-x button, and under them every part logged on the visit with its tag, so you can see what a hand-built invoice would add. The typed-lines form below it is the other path: it bills your typed line plus the logged usage, and does not read the quote.

To have the draft made at checkout instead, turn on Draft Invoice When Quoted Repair Completes under SettingsAutomationsIssues. It is off by default.

5. Parts logged late or logged wrong

A wrong amount or a line that should not be there. On the job page, in the Parts Used section (titled Chemical Log on work types that log chemicals), change the amount or remove the line. On a completed job the stock the line took follows the change, and the job's history records it. A line that is already on an invoice says On the invoice. Change it on the invoice, or void the invoice first.

Parts logged after the invoice. When an invoiced repair is reopened, more parts are logged and it is completed again, those lines are on no invoice. The job page shows N parts logged after INV-x are not billed with the lines and their total. Add them to INV-x appends them while the invoice is a draft. Once it has been sent, Draft a supplemental invoice puts them on a new draft for the same job. The nightly billing check reports such jobs too.

Verify it worked

• Open the job under Jobs. The Quote card shows the quote with Approved and the signed total, and the Parts Used section lists what the technician logged.
• Under Inventory, each logged item's on-hand count went down by the logged amount, at the technician's truck when they had one.
• Open the invoice under Sales and BillingInvoices. The quoted lines are at the signed prices, a part used beyond the quote has its own line, and a quoted part logged on the visit appears once.
• Reopen the job, remove a logged part, and complete it again. The item's on-hand count went back up by that amount, and the invoice did not change.

If something looks wrong