Summary

One of our valued customers recently came across a situation where an invoice, already marked as paid, found itself in the unexpected predicament of being re-invoiced, causing unwarranted duplication. This article serves as a general guide for all ServiceBox users who may encounter similar problems.


Identifying the Issue:

A situation may arise where a payment posted to an invoice results in the invoice being unintentionally re-generated. This can lead to confusion and extra administrative work. 


Causes for Duplicate Invoicing:

System Settings: Features like the Accounting Connector in ServiceBox might have settings that cause duplication if not configured correctly, such as placing ServiceBox invoice numbers in the memo field when integrating with accounting programs like QuickBooks.


When an invoice is synchronized with the accounting program and subsequently unlinked and re-linked for any reason, ServiceBox faces a challenge. Due to the absence of a QuickBooks accounting number record within ServiceBox, the system lacks the ability to link the re-invoiced amount to the existing one. This loophole results in the creation of a new invoice in QuickBooks, leading to the undesirable situation of duplication.


Preventative Measures:

To avoid a recurrence of this issue, businesses are presented with strategic solutions. Consider using the ServiceBox invoice series for a more integrated experience, or maintain a consistent method if you choose to use your own series. 


To use the ServiceBox invoice numbers update the settings within the connector program:

  • Open the ServiceBox Connector program
  • GO to tab "Export/Import Settings"
  • Click on the checkbox "Use ServiceBox Invoice numbers in accounting"




Alternatively, for those inclined to retain their existing QuickBooks accounting series, exercising caution in the unlinking process becomes paramount to avoid unintended consequences.


Conclusion:

Duplicate invoicing can be a challenging issue, but with the right knowledge and tools, it can be addressed and prevented. ServiceBox is dedicated to ensuring that your service management experience is efficient and error-free. For any additional support or questions, reach out to our team at [email protected]