In this article we will cover how to understand the billing page once a user opts to “Retrieve” and pulls a list of completed visits which are ready to be invoiced.
Knowing how to read the chart and manage the billing section for your business will help ensure that you are utilizing this feature correctly and not accidentally create billing problems down the road.
Once users have logged into their FieldCentral web account, navigate to the Main Menu and select “Billing”.
Adjust any of the parameters to pull the desired list of visits ready to be invoiced and then click “Retrieve”.
Based on the parameters established, a list of properties and their completed (not yet invoiced) visits will be displayed.
Users can collapse or expand the various properties as needed for visibility.
Within any expanded view, lets review how the user would understand the various columns.
- Date: Displays the Date the Work To Do was scheduled for.
- ID: Displays the ID of the item being invoiced (What line item ties into QuickBooks.
- This can be items like services, Materials, or Trip Charge
- Description: Description of the Item being invoiced.
- For Trip Charge this includes the amount of time covered.
- For WTD it will include Visit Number, Field and Office Notes, Invoice Detail Type.
- For Materials it’s simply the description of the item.
- Pending: Shows if the invoice has attempted to be sent to QB.
- This is mainly used for QBD since that’s where you need to sign in to the separate tool rather than just clicking send.
- Qty : Shows the quantity of the item being invoiced.
- For services this can be number of hours and materials or number of items used.
- Trip Charge: Displays how much time the trip charges covers at whatever the set rate is.
- Rate: Displays the rate that individual item will be billed at when sent across on invoice (Does not account for Qty only for 1 item).
- Total: Displays the Total of QTY * Rate to get total amount being billed.
- Alert: Shows if there’s anything that would stop that invoice from Sending.
- Usually due to no times being added in Visit but was manually marked as complete.
- Visit Summary: Allows you to view/edit any times and materials before invoicing.
Understanding the information available within this grid will help ensure you are able to stay on top of managing your company's billing.