Synchroteam allows you to create invoices.

An invoice may be created for a Customer, for a Site or for a specific Job. In the case of an invoice related to a Job, the displayed address will be that of the Customer or that of the Customer's Site if you have indicated a Site.

Creating on a customer or on a site

Click on “Invoicing”



Click on the “Add Invoice” button


Select the customer (1) and the site (2) if necessary and click on "Save". You can also add Additional Information (3) that you get by creating Invoicing Custom Fields and provide a description (4).

The Customer's choice will automatically prefill the invoice’s fields:

• Customer address
• Customer's VAT number (ex: FR 32 123456789)

For the registration of your Invoice, there are 2 modes: Draft (5) or New (6)

Save Draft (5)

• No Invoice Number
• PDF version
• Fully editable for the Draft without Job
• Partially editable for the Draft linked to a Job
  All can be editable except :
  • The Customer Name and Site

No data is required to be provided for Drafts.
The Invoice will be added directly to the list.

 

Save as New (6)

• Generation of an invoice number
• The Draft changes to “New” status
• PDF version
• Partially editable for the status : "New"
  All can be editable except :
  • The Customer Name and Site
• Partially editable for the status: "Sent", "Paid", "Late"
  The only editable information in the Invoice is:
  • The Address
  • The Description
  • The invoicing Custom Fields

The Customer's choice is mandatory to Finalize and generate the Invoice Number.
The Invoice will be added directly to the list.

 

You can also use the menu: “Save As” (7), which allows:

• to save your draft
• to create a new Invoice (with a number)
• to delete it

You can now enter the necessary information for your invoice:

• • Invoice status(1)
  • Invoice/Quotation custom fields (2)
  • Invoice Creation Date (3)
  • Invoice Due Date (4)
  • Invoice Paid Date (5)
  • Payment or invoice status(1)
  • Family Parts and Services (6)
  • Parts’ Name and description (7)
  • Quantities (8)
  • Discounts per part (in percentage or its exact amount) (9)
  • The Tax rate (10) (See article Set up Tax Rates)
  • Button to Validate the line (11)
  • + to Add Line (12)
  • The global discount (13)
  • Global tax (14)

 

Create an Invoice for one Job

Select a Job then go to the job’s details and click on the "Invoice" tab.

A pop-up asks you to confirm the addition of an invoice, click "Yes".

You can now enter the necessary information for your invoice:

• • The status of the Invoice (1)
  • Invoice/Quotation custom fields (2)
  • Invoice Creation Date (3)
  • Invoice Due Date (4)
  • Invoice Paid Date (5)
  • The payment status or status of the invoice (6)
    
    • • If Draft:

• • • • If registered Invoice with Number

• • Description (7)
  • Family Parts and Services (8)
  • Name and description of parts (9)
  • Quantities (10)
  • Discounts per piece (in percentage or its exact amount) (11)
  • The VAT rate (12) (See article Set up Tax Rates)
  • The button to Validate the line (13)
  • To Import Parts/Services from Job (14)
  • The global discount (15)
  • Global tax (16)

If your technician has used parts during his intervention, you can import them into the invoice by clicking on "Import from parts & services" (14)

Create an Invoice for several Jobs

Synchroteam allows you to create an invoice from several jobs.

Please note that this feature is only possible:

• For jobs to which you have added Parts and Services in the Parts section
• For jobs created for the same Client

In order to create your invoice you can do it:

• Either from the lists of jobs
• Either from Customers / Sites / Equipment details

 

From the lists of jobs :

By clicking on the Jobs tab
Choose the list that suits you: Day, Week or Month.

1. select the Jobs that must be added to the invoice by checking the box next to the job number
2. Click on the “With Selected” button
3. In the “With Selected” menu choose “+ Create Invoice”

To facilitate the selection you can use the filters located in the column headers.

 

From the Customers/Sites/Equipment details :

For example, to generate an invoice for the Jobs of the same Site, pgo in the list of Customers / Sites and choose this Site from the list:

Click on this Site name and choose Details from the menu:

You can then:

1. select the Jobs that must be added to the invoice by checking the box in front of the number of each Job.
2. Click on the “With Selected” button
3. In the “With Selected” menu choose “+ Create Invoice”

 

In the confirmation window click on “Yes”

 

Several alert messages may appear:

• The jobs selected from the list of jobs are not linked to the same customer:
  Invoice not generated

• The selected jobs do not contain Parts and Services
  Invoice not generated

• The selected jobs have already been linked to another Invoice with the number in square brackets.
  Ability to Force the creation of another invoice

 

In the Invoicing > Invoices tab you will find the list of all your Invoices:
Your invoice will appear with:

• A new Invoice Number (1)
• The New status
• The list of linked jobs (2)

 

By clicking on any one of those job numbers, the job’s details will open and you will see this invoice.

All Jobs related to this invoice display this same Numbered Invoice tab.

 

 

 

Duplicate an Invoice 

You can duplicate an invoice by clicking on an invoice number (1) and then click on "Duplicate" (2).

You will then need to assign your invoice to a customer.

Your new invoice will then have the same parts, prices, discounts, taxes as the invoice you have duplicated.

 

View and Print an invoice

Once your invoice is created by one of the two previous methods, you can generate it, print it and send it as a PDF to your customer by email.


Select your invoice (by using the filter for instance)

 

Click on the invoice number (1) then on "Print / Email / PDF" (2)


A new window appears showing you a preview of your invoice.

From this window, you can:

• Print the invoice (1)
• Download the invoice in PDF format (2)
• Choose the recipients (3)
• Send it by e-mail (4)

Configuration > Options allows you to configure the Email Addresses of Recipients (3):
Sending of job reports and invoices/quotes/credit notes to predefined recipients:

 

Should you wish to create a credit note on your invoice please refer to the article "Create a Credit Note".