Select Income, Sale, or Expense correctly, enter invoice information, and build a bill from services, inventory products, discounts, and tax.
Invoice Mode tells the system what kind of financial transaction you are recording and where the finished invoice will be managed.
What each mode changes
Income records money a customer owes your organisation for service-based work. Payments received reduce the balance until the invoice is fully paid, and the invoice is managed from the Income page.
Sale records a customer charge that is mainly for products, replacement parts, or other inventory items. Product-based customer invoices are managed from the Sales page.
Expense records money going out of the organisation—normally an amount owed to a contractor or supplier for labour, call-out charges, materials, or another maintenance cost. These invoices are managed from Expenses.
How the system suggests and changes the mode
When a customer quotation contains services, the system normally suggests Income. When a customer quotation is based on products, it normally suggests Sale. When the quotation belongs to a contractor, it normally suggests Expense.
On the Maintenance Invoice tab, the selector lets you choose between Income and Expense for a new maintenance invoice. When creating an invoice from the main Quotations page, the Create Invoice window can offer the appropriate customer mode—Income or Sale—together with Expense.
Choose the mode before entering and saving the final invoice details. Changing it on a new invoice reloads the form using the selected financial category. After the invoice is created, it appears on the corresponding Income, Sales, or Expenses page and contributes to the appropriate financial reporting.
Enter the invoice information
- Open the maintenance request and select the Invoice tab.
- Choose the correct mode. Use Income for a customer service invoice or Expense for a contractor bill or maintenance cost.
- On the Entity tab, enter or review the date, customer, contractor, facility, asset, description, and other required information.
- Save the invoice information and select the Bill tab.
Add bill items
- Use the item search to find and add services such as labour, call-out fees, inspections, or repairs.
- To add parts and materials, change the selector beside the search field from Services to Products.
- Search for an inventory product and select it to add it to the bill.
- Switch between Services and Products until every charge is included.
- Review descriptions, quantities, prices, and line totals. Adjust quantities, edit prices, add custom items, or remove items where necessary.
Apply discount and tax
Select whether a discount is a fixed amount or percentage, enter the value, and review the recalculated total. Confirm the system sales tax or tax attached to individual items before accepting payment.