Issue:

ServiceBox currently lacks the capability to automatically generate invoices for Service Agreement/Preventative Maintenance Work contracts with clients. 


Cause:

This limitation arises from the system's programming, which only generates an invoice upon the creation of a Work Order.


Solution:

To address this issue and enable automated invoicing for recurring work orders and service agreements, we propose a couple of workarounds.


Option 1:

One approach involves creating a separate work order specifically designated for conversion into an invoice.

For each recurring work order requiring automated invoicing, a second Work Order is created solely for the purpose of generating an invoice. This secondary work order should be converted into an invoice manually and immediately, ensuring that it can be sent to the customer or integrated into the accounting software as per the scheduled arrangement.

Example:

Let's consider a scenario where semi-annual service work requires monthly invoicing, and the customer prefers to make monthly payments.

  • Set up two work orders to account for the biannual physical visits to the job site location.
  • Additionally, configure a recurring work order that will be generated on a monthly basis, specifically on the 1st of each month.
  • The recurring work order mentioned above should be structured differently, utilizing a category specifically dedicated to service agreement charges. Assign this work order to an individual responsible for creating the invoice.
  • On the scheduled date, open the work order, create the invoice, update the invoice amount, and proceed to email it to the customer.

Option 2:

Another solution, particularly for current Stripe users, involves leveraging the Stripe payment system to automate the invoicing process independently of ServiceBox.

Example:

Suppose you have a situation where semi-annual service work requires monthly invoicing, and the customer prefers to make monthly payments.

  • Set up two work orders to cover the biannual physical visits to the job site location within ServiceBox.
  • Utilize an external accounting system i.e. Stripe to generate automated invoices on a scheduled date.

Note that you have the option to use your existing accounting system if it supports "automatic" invoice setup and sending.

By implementing this workaround, ServiceBox users can "automate" the invoicing process for recurring work orders and service agreements, ensuring timely and accurate billing for their clients.


For further assistance or inquiries reach out to the dedicated support team at support@jobboxsoft.com