There are three main ways to navigate to the Settings page:
- You can directly access the Settings page by hovering over the Invoices feature from your MobiWork menu, and clicking on the "Settings" option:
- Through the "List" tab. Please see Invoices List section for more information on how to access this page:
- By clicking on the ID number of an invoice and accessing the View Invoice pop-up window:
- By clicking on the More Actions button located at the top-right of the "List" tab.
Once you are on the Settings page there will be a several sections that you can access to further customize your invoices:
The "General Settings" section will allow you to edit the terms of your invoices as well as indicate how your invoices are registered in MobiWork:
Once you select the Pencil icon, the Edit Settings pop-up window will appear:
From the Edit Settings pop-up window, use the drop-downs to select the following:
- Invoice Number Type- which is a number or sequence used to organize the invoices in MobiWork.
- You can use MobiWork ID, enter a custom sequence with a prefix, start number, and suffix (which will increment by one), or enter the digits manually (where the user enters the invoice number).
- Terms- are when and how much you expect to be paid for the invoice (e.g., due on receipt or by net (15, 20, 30, etc.), meaning you expect payment within the specified number of days.)
Once you have selected the desired values from the drop-downs, click on the Save button.
With the "Custom Fields" section, you can add additional fields to your invoices along with the already existing fields. When you are on the add, edit, view, import/export pages these new fields will appear.
You decide how you want the fields to be displayed. If you want them to be searchable, optional, required, visible by the customer, appear once, etc. you can. It's all up to you!
To add the custom fields, click on the Plus Sign button and then input the desired information for your new field:
The terms for the "Custom Fields" columns are defined below:
| Name: | Description: |
|---|---|
| "Name" | The name of the custom field. |
| "Type" | The type of custom field which includes string, number, decimal, date, yes/no, multiple choice, QR code, signature, header, image capture, notes, phone number, phone number plus extension, SSN, time field, text area, vertical separator, vertical spacing, multiple QR code, customer field, product field, user field, project field, asset field, store field, dynamic header, and multiple option drop-down. |
| "Required" | Indicates if the custom field is required to fill or not. |
| "Searchable" | If checked, the custom field will become searchable within the New Search pop-up window. (It will not be searchable in the Free Text Search bar). |
| "Actions" | Allows you to view, edit, and delete the selected custom field. |
When you click the Plus Sign button, the Add Field pop-up window will automatically appear. Input the desired name, type, etc. into the fields provided and then click Add to save the new invoice custom field:
Any custom fields that are added through the Invoice Settings page will also appear in the View Recurrent Invoice pop-up window.
The terms for the adding a custom field are defined below:
| Name: | Description: |
|---|---|
| "Name" | The name of the custom field. |
| "Type" | The type of custom field which includes string, number, decimal, date, yes/no, multiple choice, QR code, signature, header, image capture, notes, phone number, phone number plus extension, SSN, time field, text area, vertical separator, vertical spacing, multiple QR code, customer field, product field, user field, project field, asset field, store field, dynamic header, and multiple option drop-down. |
| "String" | The field where the user can enter text. The field supports limiting the number of characters that can be entered. |
| "Number" | is a number field that does not accept decimals. The maximum and minimum number for the field can be defined. |
| "Decimal" | is a number field that accepts decimals. The maximum and minimum number for the field can be defined. |
| "Date" | is a field that allows the selection of the date from a pop-up calendar or a 3-field layout. It can be specified whether the current date will automatically appear and cannot be edited. |
| "Yes/No" | is a yes/no field indicated by a checkbox. |
| "Multiple Choice" | is a multiple-choice field where the values within it can be specified within "Select Values" by placing a comma between each value. You can indicate if the first value is invalid. For instance, if in the first value you want to give instructions for the multiple choice such as, "Please select from the following." |
| "QR Code" | is a field that captures barcode/QR code data (only for the device). |
| "Signature" | is a signature capture field to capture signatures (only for the device). |
| "Header" | is a bold label that does not allow input. |
| "Image Capture" | is an image capturing field that displays in the mobile device that allows photos to be taken to upload into the field or uploads existing images from the mobile device's gallery into the field. It can be specified to not allow images from the device gallery. |
| "Notes" | adds notes to the notes list for the entity. For example, if a form is filled for a work order, then the note field content will be added to the work order notes list. |
| "Phone Number" | is a phone number field that can be indicated if the phone number will appear in one or three fields. |
| "Phone Number Plus Extension" | is a phone number field that allows for an extension to be entered. It can be indicated if the phone number plus extension will appear in one or four fields. |
| "SSN" | allows the inputting of the social security number within 3 fields (###-##-#### format). |
| "Time Field" | Allows you to specify a 12- or 24-hour time format |
| "Text Area" | is a larger text field for multiple sentences, notes, etc. |
| "Vertical Separator" | is a vertical line separator for the web only. |
| "Vertical Spacing" | places spacing between rows for the web only. |
| "Multiple QR Code" | allows the scanning and inputting of multiple QR codes continuously in this field. |
| "Customer Field" | allows the selection of the customers available in the Permissions to appear in the field. |
| "Product Field" | allows the selection of the products available in the Permissions to appear in the field. |
| "User Field" | allows the selection of the users available in the Permissions to appear in this field. Default to device user, if selected, will display the user who is logged in on the device within the field. |
| "Project Field" | allows the selection of the projects available in the Permissions to appear in the field. |
| "Asset Field" | allows the selection of the assets available in the Permissions to appear in the field. Associate asset with work order, if selected, and if a custom field or form is associated to a work order then it will associate the asset with the work order. |
| "Store Field" | allows the selection of the stores available in the Permissions to appear in the field. |
| "Dynamic Header" | allows you to show data from the associated work order or customer (such as work order description, customer's name, etc.). |
| "Multiple Option Dropdown" | is a drop-down where you can select multiple options. |
| "Required" | Indicates if the custom field is required to fill or not. |
| "Searchable" | If checked, the custom field will become searchable within the New Search pop-up window. (It will not be searchable in the Free Text Search bar). |
| "Customer Visible" | will allow customers to view the form field on the Customer Portal. |
| "Number of Times" | include once which will show the form field one time or multiple open ended which will add the form field multiple times. |
| "Device Read Only" | means the field cannot be edited on the device. |
| "Web Read Only" | means the field cannot be edited on the web. |
| "Long Question Type" | is for the label of the field. It is a user interface setting which gives more space for the label on the device. |
| "Field Description" | are any comments that describe the field. |
| "Show Advanced Options" | include QuickBooks Field Name, Label CSS, and Initial Value for this Field. |
| "QuickBooks Field Name" | only applies to customer forms/custom fields. This refers to the name of the corresponding field in QuickBooks which is used during the import/sync. |
| "Label CSS" | is a web only feature which allows the entered HTML CSS attributes to be applied to the field label (for example, showing the label of the field in red with a font size of 20 px). |
| "Initial Value for this Field" | sets the initial value of this field when the form is added/opened on the device. At present, this needs to be configured by MobiWork's Professional Services team. |
Tags serve as a visual indicator of custom statuses or categories, greatly enhancing organizational clarity by enabling you to identify designated invoices at a glance. These labels are highly adaptable, making it possible to tailor them to your business's unique requirements; this flexibility means that tags can represent a wide spectrum of information.
When you attach tags to invoices, you establish an efficient method for sorting and locating invoices based on specific criteria. This streamlined approach proves invaluable when handling a substantial volume of transactions.
To add a new tag in your MobiWork Invoice settings, click on the Plus Sign icon:
Once you click on the Plus Sign icon, the Add Tag pop-up window will then appear:
In this pop-up window, you can enter the following information:
- Enter the name of the tag.
- Instead of using a white font, you can choose to use a dark font. This is helpful when using a light-colored background for the tag to help the text stand out.
- Select the background color of the tag.
To add a new tag to your invoice, open the View Invoice pop-up window and in the "Summary" panel click on the Plus Sign for the "Tags" column; if you have already added tags to your invoice, this icon will turn into a Pencil icon:
From the Add Tag pop-up window, you have the capability to assign multiple tags to a single invoice, allowing you to capture various facets of an invoice's status or category. This comprehensive tagging system simplifies the task of finding the right invoice precisely when you need it.
If you would like to remove any tags from an invoice, click on the Pencil icon again. The Add Tag pop-up window will appear again; from this window you will then be given the option to remove the tags by unchecking the specified tags:
Once you are satisfied that the selected tags have been removed, press the Add button to save your changes.
After adding tags to your Invoice settings page, a new column header will appear in your "List" tab. When you tag an invoice, you will immediately see its associated tags in a convenient, at-a-glance display within the "List" tab:
The "Categories" section can be used to categorize your invoices; some examples of different categories include billing, lease to own, etc.:
To add a new category, click on the Plus Sign button:
Enter the name of the category and then click on the Add button to save the new category:
The columns for the "Categories" section are defined below:
| Name: | Description: |
|---|---|
| "Name" | The name of the invoice category |
| "Actions" | Allows you to edit or delete the invoice |
MobiWork allows you to include ad hoc markups to your invoices. To add a new markup, click on the Plus Sign button:
The Add Markup pop-up window will then appear:
In the pop-up window enter the:
Name- What the markup will be called for future use.
Markup Type- How the markup will be displayed; either in a percent format (e.g., 100%) or a numerical format (e.g., 100).
Markup- How much the markup should be.
Enabled- The "Enabled" checkbox indicates whether the chosen markup should be visible when adding line items to the invoice.
Apply Before Tax- If checked, the markup should be applied to the total before tax.
The columns for the "Markups" section are defined below:
| Name: | Description: |
|---|---|
| "Name" | The name of the markup. |
| "Type" | How the markup is being applied on the invoice (i.e. custom, percentage, or numerical). |
| "Markup" | The value of the markup. |
| "Enabled" | If the markup is enabled or not. |
| "Actions" | Will allow you to edit or delete the selected markup. |
MobiWork allows you to include ad hoc discounts to your invoices. To add a new discount, click on the Plus Sign button:
The Add Invoice Discount pop-up window will then appear:
In the pop-up window enter the:
Discount Name- What the discount will be called for future use.
Discount Type- How the discount will be displayed; either in a percent format (e.g., 100%) or a numerical format (e.g., 100).
Value- How much the discount should be.
Enabled- The "Enabled" checkbox indicates whether the chosen discount should be visible when adding line items to the invoice.
Apply Before Tax- If checked, the discount will be applied to the total before tax.
The columns for the "Discounts" section are defined below:
| Name: | Description: |
|---|---|
| "Discount Name" | The name of the discount. |
| "Discount Type" | How the discount is being applied on the invoice (i.e. custom, percentage, or numerical). |
| "Discount" | The value of the discount. |
| "Enabled" | If the discount is enabled or not. |
| "Actions" | Will allow you to edit or delete the selected discount. |
The "Terms and Conditions" section for invoices, will allow you to create a template that will input specified terminology and phrases for the selected invoice. To add a new terms & conditions template, click on the Add Terms & Conditions button:
Once you click on the Add Terms & Conditions button, the Add Terms & Conditions pop-up window will appear:
In this pop-up window indicate the following specifications:
If the terms and conditions should be included by default on invoices.
The nomenclature of the terms and conditions.
Once you have finished inputting the desired information, click the Add button to save the terms and conditions.
After you added your terms and conditions on the Settings page, you will be able to access them on the "Summary" tab of the View Invoice pop-up window:
Once you have selected the desired terms and conditions, click the Add button:
The terms found in the "Terms & Conditions" section are defined below:
| Name: | Description: |
|---|---|
| "Name" | The name of the Terms & Conditions. |
| "Default" | Indicates if the selected Terms & Condition is to be implemented by default. |
| "Text" | The text that comprises the Terms & Conditions. |
| "Actions" | Allows you to edit or delete the selected Terms & Conditions. |