Knowledge

Once a Service Appointment reaches Completed status, the next step is to generate the financial document and issue the materials used on-site. The system presents different action buttons depending on the Billing Status of the Work Order.

Scenario A — Billing Status = Billable → Convert to Invoice

When the Work Order's Billing Status is Billable, a Convert to Invoice button appears at the top of the Completed Appointment Detail page.

What this does:

• Creates an Invoice for the customer based on the Services & Parts consumed during this Appointment
• The Invoice number is displayed on the Appointment Overview under the Invoice field (e.g., INV001582)
• The Invoice link also appears below the Appointment Number in the page header

Steps:

Step 1. Open the Completed Appointment Detail page

Step 2. Click Convert to Invoice (blue button, top-right)

Step 3. The system generates the Invoice and the button is replaced by Create Inventory Delivery, click Create Inventory Delivery.

Note: The Create Inventory Delivery function is only available when the Inventory module is active on your system.

Scenario B — Billing Status = Non-Billable → Convert to Expense

When the Work Order's Billing Status is Non-Billable, a Convert to Expense button appears instead.

What this does:

• Creates an Expense record to track the internal cost of this job (materials and labor) without charging the customer
• The Expense number is displayed on the Appointment Overview under the Expense field (e.g., Expense-863)
• The Expense link also appears below the Appointment Number in the page header

Steps:

Step 1. Open the Completed Appointment Detail page

Step 2. Click Convert to Expense (blue button, top-right)

Step 3. The system generates the Expense record and the button is replaced by Create Inventory Delivery, click Create Inventory Delivery

Note: The Create Inventory Delivery function is only available when the Inventory module is active on your system.