Overview

The Invoice feature page is your command center for all things invoicing. On this page you will be able to effortlessly view and search for invoices, seamlessly add invoices, combine multiple invoices into one, easily send invoices to your customers and process payments, and more.

This section will demonstrate how to access the Invoice feature page and the various functions and data that can be accessed from this page.

How to Access the Page

You can access the Invoice feature page by hovering over the Invoices feature from your MobiWork menu, and clicking on the "View Invoices" option:

Search Area

MobiWork is committed to simplifying data management for your business, by offering a range of search options to streamline your workflow. From the free-text search, which allows you to enter specific search queries directly, to the ability to create your own saved searches for your everyday use, MobiWork has you covered. Furthermore, you can use the predefined saved searches that MobiWork already provides to locate a specific query or date range (e.g., created today).

These search functions are consistent across all MobiWork features, with the only differences being the predefined search data and the parameters for the new search. The following subsections will outline the various search features that are available to you.

Free-Text Search

You can type in the search bar (free-text search) to find your desired range of invoices; once you click in the search bar, the search drop-down menu will automatically appear. You can use the search drop-down menu or continue typing your own search parameters:

When typing in the search bar, the drop-down menu will provide some helpful search criteria. With free-text search you will also be able to search by:

• External invoice ID or number (the number from QuickBooks or another third-party accounting software).
• MobiWork ID.
• Customer or company name.

If the number of invoices surpasses the number range, the subsequent invoices will be found on the next page:

To navigate through these pages, use the First, Previous, Next, and Last buttons located towards the bottom of the Invoices List page.

Predefined Saved Searches

Saved searches are a powerful search tool whose search-criteria has been saved for future use; to access the saved searches drop-down, click in the search bar.

These saved searches will appear in the drop-down menu and can also be used for dashboards and reports.

By default, MobiWork provides several saved searches for you to use (e.g., Invoiced - This Month, Paid - Last Month, etc.):

The different invoice statuses for the predefined search are:

• "All" will display all the invoices within the specified date range.
• "Open" are invoices that have not yet been sent to the customer.
• "Paid" are the invoices that have been paid by the customer.
• "Invoiced" are the invoices that have been sent to the customer but haven't been paid yet.

You can access any of these saved searches by clicking on the "Search Area" and selecting your desired "Predefined Saved Search" from the drop-down menu.

If you would like to view all your invoices, click on the "Show All" option from the drop-down menu:

New Search

To create a new saved search, select the "Create a New Advanced Search" option from the search menu:

After clicking on "Create a New Advanced Search," a pop-up window will appear where you can enter your data in the appropriate fields. If you would like to exit from this pop-up window you can click on the esc button from your keyboard, otherwise to create a new search input the:

• Customer (the one associated with the invoice) or/and the Billed to Customer (the customer the invoice was billed to) information.
• The desired status (e.g., open, checked out, paid etc.).
• The balance (remaining balance) or/and total amount (total of the invoice).
• The desired dates (e.g., invoice date, due date, payment date, etc.).
• The number of results you would like displayed per page (any number over this will display on subsequent pages).
• How you would like the results to be sorted.
• The name for your new saved search.

Once you have finished inputting the information, you can save the search, make it available to all users, or make it your default search.

Please note that once you name a new saved search, you will be unable to rename it (instead you would need to delete your saved search and create a new one).

Please note that the data used to create a saved search can also serve as the basis for generating reports in MobiWork.

Further definitions for all the terms in the New Search pop-up can be found below:

Name:	Description:
"Customer"	The customer associated with the invoice.
"Billed to Customer"	The customer that the invoice was billed to.
"Status"	The status of the invoice (i.e., "Open," "Checked Out," "Service Completed," "Customer Invoiced," "Paid," and "Cancelled") which demonstrates various stages of the invoicing process. For more information about the Invoice Status please see the View an Invoice page.
"Work Order Type"	If the invoice was generated from a work order, this field will indicate the work order type.
"Invoice Category"	How the invoice will be categorized in your system (e.g. repair invoice, service invoice, etc.).
"Balance"	The balance remaining on the invoice. Searches can be done by "All," "Equal," "Greater Than," and "Less Than."
"Tags"	Tags act as a visual indicator of a custom status or category, thus improving organizational clarity with the ability to identify specified tagged invoices at a glance. With the saved search feature, you can locate a specific tag.
"Total"	The total charged to the customer.
"External ID"	Is the external ID (outside of MobiWork) of the service; this ID can be from QuickBooks or another third-party accounting software. Please note that this option will only appear once you add an accounting connector (e.g., Sage, QuickBooks, Acumatica) to MobiWork. For more information about connectors, please see the Connectors Framework page.
"PO Number"	The purchase number for the invoice.
"Created By"	Indicates the user who created the invoice.
"Creation Date"	The date that the invoice was created.
"Invoice Date"	The date the customer was invoiced.
"Sent to Customer Date"	The date the invoice was sent to the customer.
"Invoice Due Date"	The due date of the invoice.
"Payment Date"	The date that the invoice was paid.
"Cancelled Date"	The date that the invoice was cancelled.
"Service Completion Date"	The expected completion date of the service or appointment.
"Integration Status"	The status of integrating with a third-party software solution such as QuickBooks. Includes the options: Not Applicable, Not Ready for Integration, Integrated, Ready for Integration, and Not Integrated.
"Page Size"	The number of results per page.
"Sort By"	Sorts your search in ascending or descending order by: "ID," "Created Date," "Invoice Date," "Sent to Customer Date," "Due Date," "Payment Date," "Cancelled Date," "Service Completed Date," "Invoice Total," "Customer," "External ID," and "Invoice Balance."
"Save this Search"	Allows the search parameters to be saved under a name to be reused in the future.
"Search Available to all Users"	Allows the search to be available to all users.
"Default Saved Search"	Sets the saved search as the default view when accessing the search feature in the future.

Manage Saved Searches

After creating a saved search, you can adjust the search criteria (e.g., dates, tags, categories, etc.) to include more data or to be more selective in the data that is being searched.

Please note that the data used to create a saved search can also serve as the basis for generating reports in MobiWork.

Any new searches or existing searches can be managed or edited in the Manage Saved Searches pop-up window:

To manage, edit, or remove any Saved Searches you can access the "Manage Saved Searches" option in the drop-down menu; the Manage Saved Searches pop-up window will then appear:

• You can add a new saved search by clicking the New Search button in the top right of the pop-up window.
• You can rearrange the order of the saved searches by clicking, dragging, and dropping the selected Search.
• You can edit or delete a selected saved search by using the drop-down menu under the "Actions" column.

If you would like to easily close this pop-up window, you can click on the esc button from your keyboard.

List Tab

The "List" tab, is the default view for your invoices; the columns in this view will display the summary information for your company’s list of invoices, including customer's name, IDs, status and more:

List Tab Columns

In the "List" tab the columns are structured to display specific data related to each invoice.

These columns are organized as: "ID," "Customer," "Entity," "Invoice Date," "Due Date," "Status," "Total," "Balance," and "Actions:"

The corresponding rows under the column headings will display the relevant invoice data.

The checkboxes (multiple selection area) found to the left of the "ID" column, will allow you to select either one or multiple invoices to manage payments, export, edit, remove, etc.:

By clicking the topmost checkbox in the column heading you will select all the invoices.

The "List" tab column headings are defined as:

Name:	Description:
"Multiple Selection Area"	Checkboxes that are used to select multiple invoices. By clicking the topmost checkbox, you can select all invoices.
"ID"	The identification number assigned to an invoice for tracking and reference purposes.
"Customer"	The customer associated with the invoice.
"Entity"	The entity associated with the invoice.
"Invoice Date"	The date the customer was invoiced.
"Due Date"	The payment due date for the invoice.
"Status"	The status of the invoice that indicates which stage the invoice currently is in (i.e., "Open," "Checked Out," "Service Completed," "Customer Invoiced," "Paid," and "Cancelled". For more information about the invoice status please see the View an Invoice page.
"Total"	The total charged to the customer.
"Balance"	The balance remaining on the invoice. Searches can be done by "All," "Equal," "Greater Than," and "Less Than."
"Actions"	The Paper icon and the Individual Actions button can be found here; these buttons will allow you to perform actions on an individual invoice.

Note: Once you add an accounting connector (e.g., Sage, QuickBooks, Acumatica) a new column will appear on the Invoice "List" tab. This new column will be labeled "External ID" and will display the sync status of the selected invoice. For more information about connectors, please see the Connectors Framework page.

On the "List" tab you will also see the Selected Totals (for the "Total" and "Balance" columns) for all the invoices. These totals will be displayed towards the bottom of the "List" tab:

List Tab Individual Row & Actions

When selecting an individual invoice and clicking on the Individual Actions button (the three vertical dots under the "Actions" column) you will be able to view, edit, add payment, and more to the selected invoice.

Any actions that are done with the Individual Actions button will only apply to the selected invoice:

The Paper icon found under the "Actions" column will allow you to quickly access the Invoice Summary View of the selected Invoice:

The options that are displayed when you select the Individual Actions button are also available under the right-click actions.

If the invoice was generated from a work order and the work order is still open, the option to close the work order will also appear in the Individual Actions drop-down menu or through right-click actions.

List Tab Right-Click Actions

When right-clicking with your mouse on an invoice in the "List" tab, you will be able to view, edit, add payment, and more to the selected invoice.

The options that are displayed when you right-click on an invoice are also available when you select the Individual Actions button.

Any actions that are done with the right-click actions will only apply to the selected invoice:

If the invoice was generated from a work order and the work order is still open, the option to close the work order will also appear in the Individual Actions drop-down menu or through right-click actions.

The definitions for the actions found in the Individual Actions and when you right-click in the "List" tab are below:

Name:	Description:
"View"	Views the invoice.
"Edit"	Edits the invoice.
"Edit Status"	Edits the status of the invoice.
"Lock"	Locks the invoice so that the user will no longer be able edit the line items. If the invoice is already locked, the "Lock" option will instead be replaced by the "Unlock" option.
"Delete"	Delete the invoice.
"Add Payment"	Adds a payment to the invoice.
"Customer Preview"	Provides you with the same view of the selected invoice that the customer will experience.
"Export to PDF"	Exports the invoice to PDF.
"Create Invoice Template"	Generates an invoice template based on the selected invoice, enabling you to employ the same terms, conditions, invoice list items, and more for future invoices.
"Email Invoice to Customer"	Sends an email invoice to the customer.
"Text Invoice to Customer"	Texts the invoice to the customer.
"Close Work Order"	Will only appear if the invoice was generated from a work order; this action will allow you to close the work order.

Note: Please note that once you add an accounting connector (e.g., Sage, QuickBooks, Acumatica) to MobiWork, you will gain the option to sync the invoice to the accounting connector through the Individual Actions or right-click drop-downs. For more information about connectors, please see the Connectors Framework page.

Kanban Tab

With the "Kanban" tab you can easily view your invoices and their statuses on a visual and interactive board:

Kanban Tab Layout

The columns in the "Kanban" tab will be organized by the invoice status. For more information about the invoice status, please see the New Search section:

1. Kanban Tab Columns

Kanban Tab Columns

The invoices are categorized by their respective invoice status; each invoice block will display the invoice's ID number and balance. To open the View Invoice pop-up window, simply click on the desired invoice:

You can update the status of a selected invoice by dragging & dropping the invoice to the desired status column:

There are six different columns:

• "Open"- The invoice is open and has not been sent to the customer for approval.

• "Checked Out"- Once the invoice is checked out, the checkout process is initiated through the device, locking the invoice to prevent further edits from the field unless the user has specific permissions. Afterward, your Accounting Department should review the invoice details and set the status to "Customer Invoiced," ensuring no further changes can be made. Invoices can only be unlocked through the web interface.

• "Service Completed"- The services indicated on the invoice have been completed; this also indicates if a work order has been closed.

• "Customer Invoiced"- The invoice has been sent to the invoice.

• "Paid"- The invoice has been paid by the customer.

• "Cancelled"- The invoice has been cancelled.

If you would like to collapse a column so that only your chosen columns are visible, you can click on the arrow to the right of the column header:

Getting in Touch With Us

If you have any questions or need further assistance, please let us know. We'd be happy to help!