You can create Estimate and Invoice on any ticket which is there on SmartServ. The filters can also be implemented to check whether the ticket has Invoice present it or not.
Step 1- Search the ticket using ticket number and click on the edit box which next to ticket number.
Step 2- Go to Invoice/Estimate section once the ticket is opened. On this page you will be able to generate Invoice/Estimate to the selected ticket by just clicking on the black button which is present in each section.
CREATE ESTIMATE
Estimate has three status assigned to it, i) Open
ii) Sold
iii) Void
i) Open - The open status of estimate indicates that it doesn't have customer's signature.
ii) Sold - The sold status of estimate indicates that it has been signed by the customer. The estimate having open status can not be converted into Invoice from the iPad. The status can be updated to sold from the web dashboard even if it is not signed.
iii) Void - The estimate status can be updated manually to void if needed.
The actions that can be performed on Estimate varies according to its status.
In an estimate, if a customer does not “approve” a specific line item, you have the option of keeping it on the estimate, but denoting the status as “not approved”. This information is added to the customer’s service history and can be vital to use next time for recommendations, or upselling opportunities.
Any notes (service summary) that are entered into an estimate/invoice will be customer facing – the customer has the option to view these, depending on your customized company settings.
Once the estimate has been saved, the following options are available:
Download Estimate- The estimate will be downloaded in PDF format.
Clone Estimate- The estimate can be cloned and
Generate Invoice / Transfer Estimate- The actions that can be performed using this option varies according to the status of Estimate.
Status- Open
The Estimate can transferred to another ticket which is there in a system with same customer.
The status can also be changed while transferring the Estimate to another ticket.
Status- Sold
The Estimate can transferred to another ticket which is there in a system with same customer.
Email Estimate
We have opted to generate an invoice from the estimate. This duplicates the estimate. On the Invoice/Estimate screen, you will now be able to see:
Original estimate that was created
Cloned invoice that was created
The invoice view is similar to the estimates’. At the bottom of the invoice, you can view the following:
Trip Charge (ie. dependent on distance traveled for technician to customer)
Add Discount
Edit Prepaid/Credit (ie. Under Service Agreement: customers might have received a credit from their last appointment)
Here are more sections that can be edited on the invoice.
Tax section is automated and is determined based on location of Service Address of customer.
Payment Type can be selected from the respective dropdown lists.
In the case you would like to enter in payment for an invoice, you can select the “Pay” black button on the bottom of the screen after selecting the Payment Type.
This will auto-populate the following pop-up. You can edit the amount of payment that is to be collected and then confirm by clicking “Pay”.
This will auto-populate the following pop-up. You can edit the amount of payment that is to be collected and then confirm by clicking “Pay”.
After payment has been captured, you will notice:
Payment Collected amount has been auto-populated
Net Amount Due has been updated. If the customer did not pay in total (split payments), the remaining balance will show.
Payment Collected Status has been changed to “Yes”.
Once a payment has been recorded, a Payment History will be maintained.
This will show the amount collected by the user, payment mode, and authorization code and/or memos for credit card and check transactions.
Both dispatchers and technicians have the ability to edit or delete payment history (other than credit card transactions) by clicking on the appropriate buttons.