From Field Slip to Invoice
From Field Slips to Invoice (Approx. 30 minutes)
Next we will look at how to manage the Field Slips (Visit Reports) coming in from Technicians in the field and how to manage them until you’re ready to invoice the work.
In this module, we will walk you through how to easily and rapidly – without retyping or repetition – transfer, adjust and finalize the key field work information into clear and accurate invoices.
Keep in mind every Company is different and you may or may not have different staff members reviewing the Field Slips (Visit Reports) at each of these steps, and the system is built to be adaptable to your way of working, not the other way around. In many cases you will prefer to skip ahead, for example checking Visit Reports for technical accuracy and pricing at the same time.
Step 1: Review incoming Field Slips Submitted from Techs in the field
As technicians use the Mobile App in the field, you will see Field Slips (Visit Reports) come into Ignition in real-time.
A Reminder: Field Slips (Visit Reports) Statuses
Statuses are an easy way to track the progress of your work between the visit in the field and the invoice going out.
Feel free to use these Statuses as you see fit. Keep in mind every Company is different and you may or may not have different staff members reviewing the work at each of these steps, and the system is built to be adaptable to your way of work, not the other way around. For example, you can take a Submitted Field Slip (Visit Report) coming in from the field and push it to an invoice directly if you determine it is accurate, priced properly and ready to be billed all in one go.
Step 2: Review and Adjust the Field Slip's Pricing
Once the technical details of the Field Slip are set, it’s now turn to verify and adjust the Pricing for this Visit before it is sent to an invoice. Here you can zero out items that part of an agreed grouping or already paid for. By the way, Customized individualized pricing for this specific Customer will carry through here and then to the Invoice.
Step 3 (Optional): Review and Adjust the Information (Statistics) collected
You can also add items or information which you want Technicians to verify or collect during their visits. For example, you can keep track of chemical levels, equipment age, model and serial numbers, and any other statistics. This step is optional.
Step 4: Decide if you want to Invoice now or Later
Once the Field Slip (Visit Report) is verified for technicals and pricing, it’s now time to decide if you want to invoice it now or later.
For example, you may invoice only at the end of the month or this visit may be part of a series which will be billed together (like an installation or construction job). If they are not ready to be invoiced then you can leave them in the Approved status until they are.
If you want to invoice them you can readily invoice them right away (by using the Create Invoice action) or you can move them to the Ready to be Invoiced status so they stack for later.
Step 5: Push Field Slip to existing or new Invoices
When you’re ready you can push any single or group of Field Slips (Visit Reports) to an Invoice.
If you already have an open Invoice for this Customer, these Field Slips will be added to the Open (Needs Approval) Invoice. If not, the system will create a new Invoice for this Customer.
You can select as many Field Slips as you wish and the System will present to you a summary of how many Field Slips it processed and how many Invoices were created or appended. Please note that empty Field Slips won’t be processed until they have items in them.
Pushing Field Slips to Invoices can be done in three easy ways, depending on your needs and preferences.