There are multiple ways to open the View Invoice pop-up window. The following subsections will outline three of the simplest methods for accessing the View Invoice pop-up window.
Invoices List View Page
The most straightforward and convenient way to view your invoice is by accessing the "List" tab. For further details on how to access this page, please refer to the Invoices List section.
Once you are on the "List" tab, there are four different ways to access the View Invoice pop-up window from this screen:
- Select the ID number of the desired invoice.
- Right-click on the selected invoice and click on the "View" option from the drop-down.
- Select the Paper icon under the "Actions" column.
- Click on the "View" option from the Individual Actions drop-down.
Work Orders
Another way you can access the View Invoice pop-up window is through the View Work Order pop-up window. For more information on how to access the View Work Order pop-up window please see the View Work Order page.
Once you have opened the View Work Order pop-up window, select the "Billing" tab:
All the invoices associated with the work order will be displayed on this tab. To access an individual invoice and open its View Invoice pop-up window click on the following:
- Select the ID number of the desired work order.
- Right-click on the selected invoice and click on the "View" option from the drop-down.
- Select the Paper icon under the "Actions" column.
- Click on the "View" option from the Individual Actions drop-down.
Customers
You can also access the View Invoice pop-up window through the View Customer pop-up window. For more information on how to access the View Customer pop-up window please see the View Customer page.
Once you have opened the View Customer pop-up window, select the "Billing" tab:
All the invoices associated with the customer will be displayed on this tab. To access an individual invoice and open its View Invoice pop-up window click on the following:
- Select the ID number of the desired work order.
- Right-click on the selected invoice and click on the "View" option from the drop-down.
- Click on the "View" option from the Individual Actions drop-down.
Once you open the View Invoice pop-up window, you will be automatically directed to the "Summary" tab:
Invoice Full-Size View
By clicking on the Arrow icon in the left-hand corner, you can expand the View Invoice pop-up window so that it is full-size:
The full-size View Invoice pop-up window can be seen below. All the tabs, buttons, and features are identical to how they would appear in the default pop-up window:
Invoice Tabs
There are four tabs in the View Invoice pop-up window: "Summary," "Payments," "Commission," and "History." Each tab displays different information regarding the invoice:
You can navigate to other tabs by clicking on the desired tab.
Invoice ID Number and Status
The Invoice ID number and the status of the invoice will be displayed towards the top of the View Invoice pop-up window:
The invoice status indicates the current stage of the invoice; for example, if the customer has been sent the invoice, the invoice will be in the "Customer Invoiced" status.
You can quickly change the status of the invoice by clicking on the status and selecting the desired new status.The statuses that are available are:
- "Open"- If the invoice has been generated but not sent to the customer.
- "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 service listed on the invoice has been completed.
- "Customer Invoiced"- The invoice has been sent to the customer. nce the status has been set to this, changes can no longer be made to the invoice's line items.
- "Paid"- The customer has paid the invoice.
- "Cancelled"- The invoice has been cancelled.
The Invoice ID will always remain unchanged, serving as a reliable method of identification.
Upper Right Corner Actions
In the upper right corner of the View Invoice pop-up window there will be five buttons that will allow you to perform additional actions on the invoice:
- The Magnifying Glass provides access to the customer preview of the invoice.
- The PDF button will allow you to export the invoice into a PDF.
- The Individual Actions button will allow you to perform various actions, such as:
- Editing the invoice.
- Editing the billing address that the invoice is directed to.
- Edit the billing.
- Editing the status of the invoice (i.e. "Open," "Checked Out," "Service Completed," "Customer Invoiced," "Paid," and "Cancelled").
- Lock (or unlock the invoice, if the locked option has already been selected) so that there can be no further changes to the invoice line items.
- Delete the invoice.
- Add a part, service, discount, markup, section, credit memo, or payment to the invoice line items box.
- Access the customer preview of the invoice.
- Exporting the invoice to PDF
- Emailing or texting the invoice and/or payment link to the customer.
- Create a template of the specified invoice.
- Viewing the Settings page.
- The Question Mark button which will direct you to the respective MobiWork Features page.
- The X will close out of the View Invoice pop-up window.
The Invoice's Upper Right Corner Actions can be found in the top-right corner of the View Invoice pop-up window. These actions are located in this section, regardless of the tab you are on:
The Upper Right Corner Actions section includes:
The Magnifying Glass will allow you to access the customer preview of the invoice.
The PDF button will allow you to export the invoice into a PDF.
The Individual Actions will allow you to perform various actions.
The Question Mark button which will direct you to the respective MobiWork Features page.
The X will close out of the View Invoice pop-up window.
After clicking on the vertical three dots in the top-right corner, the Individual Actions drop-down menu will appear:
From the Individual Actions drop-down menu, you can select various actions that will help manage the specified invoice.
The complete list of actions found in the Individual Actions drop-down menu are defined below:
| Name: | Description: |
|---|---|
| "Edit" | Allows the user to edit the specified invoice. |
| "Edit Billing Address" | Allows the user to edit the billing address of the invoice. |
| "Edit Billing" | Allows you to edit bill to details of the invoice (i.e., the customer will be invoiced, the parent customer will be invoiced, the invoice will be sent to another customer, or input another billing name and email). |
| "Edit Status" | Allows the user to edit the status of the invoice. |
| "Lock" | Locks the invoice so further changes to the itemized list cannot be done. |
| "Delete" | Deletes the invoice. |
| "Add Part" | Adds a part to the invoice (the part will be listed in the "Line Items" panel). |
| "Add Service" | Adds a service to the invoice (the service will be listed in the "Line Items" panel). |
| "Add Discount" | Adds a discount to the invoice (the discount will be listed in the "Line Items" panel). |
| "Add Markup" | Adds a markup to the invoice (the markup will be listed in the "Line Items" panel). |
| "Add Section" | Adds a section to the invoice (the section will be listed in the "Line Items" section and can be used to separate the invoice items for clearer organization). |
| "Add Payment" | Adds a payment to the invoice. |
| "Add Credit Memo" | Adds a credit memo to the customer's profile. |
| "Customer Preview" | Will allow you to access the customer preview of the invoice. |
| "Export to PDF" | Exports the invoice into a PDF. |
| "Email Invoice to Customer" | Allows the user to send the invoice as an email to the customer. |
| "Text Invoice to Customer" | Allows the user to send the invoice as a text to the customer. |
| "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. |
| "Settings" | Directs the user to the Invoice Settings page. |
The "Summary" tab is the default tab you will be directed to; it will display all the requisite information regarding an invoice.
The panels found on the "Summary" tab will summarize the data from the other View Invoice tabs, including customer information, reminders, line items, the balance due, and more:
Where applicable, you can edit or add additional information directly in the "Summary" tab:
The Pencil icon will allow you to edit the selected data or field.
The Plus Sign icon will allow you to add additional notes, reminders, etc.
The Individual Actions button (the three dots) will display different options (e.g., view, edit, delete, etc.) depending on the corresponding panel.
The Trash Can icon will allow you to delete the selected data.
Sales Tax Note: Please note that MobiWork partners with Zip Tax. Zip Tax provides, free of charge, over 42,000 sales tax percentages based on the customer’s zip code. MobiWork also partners with Avalara for more advanced sales requirements. For more information about our Avalara connector, please see the Avalara Connector page.
The subsections below will go into more detail regarding the information found in the different View Invoice boxes.
Summary
The "Summary" panel will contain general invoice information, including the customer and contact information. The other information found in the "Summary" panel are described below:
| Name: | Description: |
|---|---|
| "Customer" | The customer profile associated with the invoice. |
| "Contact" | The customer's first and last name as well as the customer's phone number. |
| "Location" | The customer address. |
| "Terms" | Are the terms and conditions of how the invoice should be paid, (e.g., due on receipt, net 15, net 20, etc.). If there are "net" terms and no due date MobiWork will automatically be able to calculate the due date based on the "net" selected. |
| "External Invoice 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. |
| "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. |
| "Related Items" | The "Related Items" will contain links to any relevant work orders, quotes, sales orders, and to the customer profile. If an invoice is created from a quote, work order, or sales order, then the associated feature will be linked here. |
| "Sales Tax" | The sales tax being calculated by the invoice. |
| "Sold By" | If the invoice is generated through the work order, then the assigned user will be displayed here. |
| "Invoice Date" | The date the customer was sent the invoice. |
| "Due Date" | The payment due date for the invoice. |
Bill To
The "Bill To" panel will contain the billing information of the customer or contact receiving the bill.
When you click on the Pencil icon in the "Bill To" panel, the Billing Details pop-up window will appear:
If the invoice is being billed to another entity (e.g., the parent customer) you will be able to indicate the bill to entity here. For more information on how to change the bill to information, please see the Edit an Invoice page.
The other information can be found in the Billing Details pop-up window are described below:
| Name: | Description: |
|---|---|
| "Billing" | Allows you to view or edit bill to details of the invoice (i.e., the customer will be invoiced, the parent customer will be invoiced, the invoice will be sent to another customer, or input another billing name and email). |
| "Billing Address" | Allows the user to view or edit the billing address of the invoice. |
| "Billing Email" | Allows the user to view or edit the billing email address of the invoice. |
Note: Please note that if you adjust the bill-to information from this panel, it will only apply to this invoice. To change the bill-to information for all future invoices, it will need to be updated in the customer profile. For more information about customer billing, please see the View Customer page.
Reminders
The "Reminders" panel will contain the scheduled reminders for the selected user(s). To add a reminder, click the Plus Sign in the upper right corner. To edit a reminder, click on the Pencil icon or if you would like to delete a reminder, click on the Trash Can icon.
When adding or editing a reminder, you can specify both the date for sending the reminder and the priority level of the task that the user(s) is being reminded of.
History
The "History" panel will contain the historical data of the invoice (e.g., invoice status changes, adding parts or services to the invoice, and more). The data in this box will automatically generate when a specified event or status is reached.
Invoice Line Items
The "Invoice Line Items" panel will allow you to add the parts, services, markups, and discounts to the invoice. You can also add a section divider to help keep the invoice line items organized or even add payments.
By clicking on the Individual Actions of a specified part, service, markup, discount, or section you can edit the information or remove it entirely.
The columns found in the "Invoice Line Items" panel are defined below:
| Name: | Description: |
|---|---|
| "Name" | The name of the part or service (this will also include the SKU information if available). |
| "Price" | The list price of the part or service; this is the price that the customer will be charged. |
| "Cost" | The cost of the part; this value represents the amount that your company has to spend on procuring the part or product. |
| "Quantity" | How much of a part is needed for the invoice. In regard to services, this value refers to how many hours the user has worked and is charging the customer for. |
| "Discount" | The discount of an individual part or service. This is different from the overall discount that can be applied to the invoice as a whole. |
| "Total" | The total amount of the individual part or service which calculates the price, quantity, and discount. The total amount of the invoice (including overall discounts and markups) can be located in the "Total & Balance" panel. |
| "Actions" | Will allow you to edit or remove the specified part or service. |
For more information on how to add, edit, or delete line items, please see the corresponding pages, Add an Invoice, Edit an Invoice, or Delete an Invoice.
You can also easily add a part, service, section, or payment to the invoice's line items by clicking on the respective icon:
For more information about adding line items to your quote, please see the Add Invoice page.
Notes
The "Notes" panel will contain any additional notes related to the invoice. To add a note, click the Plus Sign in the upper right corner. To edit a note, click on the Pencil icon or if you would like to delete a note, click on the Trash Can icon.
By default, any notes added will not be visible to your customer. If you would like them to be visible, please make sure to check off the "Visible to Customer" checkbox when adding or editing your note.
Terms & Conditions
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. For more information about creating terms & conditions, and adding them to the invoice, please see the Invoice Terms & Conditions section.
Total & Balance
The "Total & Balance" panel will contain the subtotal, sales tax, any payments applied to the invoice, the overall discounts, and markups, and more. The complete list of terms found in the "Total & Balance" panel are defined below:
| Name: | Description: |
|---|---|
| "Subtotal" | Represents the subtotal of the invoice, before the calculation of any discounts or markups. |
| "Taxable (Subtotal)" | The subtotal amount of the invoice that is subject to taxes. |
| "Sales Tax" | The sales tax being calculated by the invoice. |
| "Total" | The total amount of the individual part or service which calculates the price, quantity, and discount. The total amount of the invoice (including overall discounts and markups) can be located in the "Total & Balance" panel. |
| "Payment" | The payment amount applied to the invoice. |
| "Balance" | The remaining balance of the invoice after any payments have been applied. If no payments have been made on the invoice, the "Balance" will show the total amount. |
| "Cost" | The total cost incurred by your company when procuring the part or product. |
| "Profit" | The financial gain obtained from the invoice after subtracting all associated costs. |
The data in the "Total & Balance" panel is automatically calculated from the parts, services, overall markups, discounts etc. that are listed on the invoice.
The "Payments" tab is the second tab located in the View Invoice pop-up window. This tab will display the amount paid to the invoice as well as the balance remaining.
This tab will also allow you to add payments (cash, check, or credit card) to the invoice:
- By right-clicking you will bring up the right-click actions. These actions are identical to the Individual Actions and will allow you to edit, delete, or refund the payment.
- The Plus Sign allow you to add a payment to the invoice.
- The Individual Actions (the three dots in the "Actions" column) are identical to the right-click actions and will allow you to edit, delete, or refund the payment.
- The "Balance" section will display the remaining balance of the invoice.
The columns in this tab are defined below:
| Name: | Description: |
|---|---|
| "Date" | Displays the date the invoice was created. |
| "Type" | Displays the invoice ID, number, or another unique identifier. |
| "Amount" | Displays the amount billed to the customer. |
| "Actions" | The Individual Actions (the three dots) will allow you to edit, delete, or refund the payment. |
The "Commission" tab is the third tab located in the View Invoice pop-up window. This tab displays the user who performed the sale, the type of commission they would receive, and the percentage of the commission.
You can add additional commissions or edit the commissions that are already on the invoice. There are two subsections in this tab: the "Commission" section, and the "Commission Amounts" section:
Commission
From the "Commission" subsection, you can add commissions for a specified user by clicking on the Plus Sign icon; you can also edit or delete any commissions already posted. Once you add commissions in this subsection, the values will automatically be generated for the "Commission Amounts" subsection:
- By right-clicking you will bring up the right-click actions. These actions are identical to the Individual Actions and will allow you to edit or delete the commission.
- The Pencil icon will allow you to edit the commission.
- The Individual Actions are identical to the right-click actions and will allow you to edit or delete the commission.
- The Plus Sign and the three vertical dots next to it, will allow you to add a new commission.
The columns for the "Commission" section are defined below:
| Name: | Description: |
|---|---|
| "Sales User Type" | If the user making the commission is a sales user or a sales manager. |
| "User" | The user who is receiving the commission. |
| "Commission Type" | The type of commission earned (i.e., revenue or profit). |
| "Percentage" | The percentage amount earned of the commission. |
| "Actions" | Allows you to edit or delete the commission. If you edit it in the "Commission" section you will be able to adjust the amount, type, and user. If you edit it in the "Commission Amounts," you can adjust the amount. |
Commission Amounts
As you add amounts in the "Commission" subsection, these values will be calculated for the "Commission Amounts" subsection. To update any new values from the "Commission" subsection to the "Commission Amounts" subsection click on the Refresh button:
- By right-clicking you will bring up the right-click actions. These actions are identical to the Individual Actions and will allow you to edit the commission amount for the sales user or delete the commission.
- The Pencil icon will allow you to edit the commission amount for the sales user.
- The Individual Actions are identical to the right-click actions and will allow you to edit the commission amount for the sales user or delete the commission.
- The refresh button will refresh the data under "Commission Amounts" so that the information is up to date.
The columns for the "Commission Amounts" section are defined below:
| Name: | Description: |
|---|---|
| "User" | The user who is receiving the commission. |
| "Sales User Type" | If the user making the commission is a sales user or a sales manager. |
| "Amount" | The financial amount earned by the user as a commission. |
| "Actions" | Allows you to edit or delete the commission. If you edit it in the "Commission" section you will be able to adjust the amount, type, and user. If you edit it in the "Commission Amounts," you can adjust the amount. |
The "History" tab is the fourth tab located in the View Invoice pop-up window. It will display the historical data of who uploaded the invoice, when the invoice was uploaded, and if any data was edited.
Any data or information that was added or edited will display the user who made the changes:
The subsections below will go into more detail about the "History" tab.
Dates
Within the "Dates" panel, you will find significant dates that mark key events for the invoice. The table below will go into more detail regarding columns found in this box:
| Name: | Description: |
|---|---|
| "Created Date" | The date that the invoice was created. |
| "Last Modified Date" | Indicates the date that the invoice was last updated. |
| "Service Completed Date" | Signifies the date on which the work order was completed. Please note that this date will not update automatically upon closing the work order. You will need to adjust it manually within the Edit Invoice pop-up window. |
| "Invoice Date" | The invoice date is the date that the invoice was invoiced. |
| "Sent to Customer Date" | The date that the invoice was emailed or texted to the customer. |
| "Due Date" | The date that the invoice payment is due from the customer. |
| "Paid Date" | The date that the invoice was paid. |
| "Cancelled Date" | The cancellation date refers to the specific date on which the invoice was cancelled. This date is recorded only if the invoice is cancelled. |
History
The "History" panel will display the historical data of the actions that have been performed on the invoice. The table below will go into more detail regarding columns found in this box:
| Name: | Description: |
|---|---|
| "Date" | The date and time that the action was performed. |
| "Activity Type" | The type of action that was performed on the invoice (e.g., invoice added, payment added, any edits to the invoice, etc.). |
| "Description" | A brief description of the action performed or the invoice number. Clicking on the description will display more information regarding the action and clicking on the invoice number you will be redirected back to the summary tab. |
| "User" | The user that performed the action. |