Effortlessly Manage Your HVAC Invoice PDF for Facilities

Hvac invoice pdf for Facilities

it's clean it's accurate and they can do voice to text so they can put in all their notes just by talking hey it's Keith the guy with the tie along with Technologies and today we're going to talk about invoicing there are three sides to invoicing one the customer's perspective two your office perspective and three the field service perspective the guy's actually entering in the first place so from the customer's perspective your guy came in very professional very friendly worked did the work we're great we're happy with them and then they leave and they give them one of these on the your desk I can kind of read what most of it says and I will later give that to the accounts payable people maybe later today tomorrow next week when I see him when I get around to it the second perspective is from the office the office gets the original copy of this or maybe for a copy of this like this one they also are trying to read it and they've kind of gotten used to some of the guys and know that this guy writes better than that guy and can mostly make out what it says and uh they're filling it out oh and uh yeah these totals didn't add up right they made a mistake in the math oops customer is going to call on that when the accounts payable guy gets it goes to put it in their system and so when I'm manually entering it into my system I'm seeing that mistake and then there's the field staff well it's a pretty easy way to fill it out I just write all the stuff down I can write I can write pretty easily yeah I do it quick but paperwork is not my thing that's why I'm not working in office I don't like the paperwork I don't want to do the paperwork I'm doing what I have to do for the paperwork it's mostly legible and usually I've got this right but it should work well that doesn't really sound like a win-win-win or even a win in many cases for any of those three parties how about a solution that improves all of those a win-win-win so we're gonna look into schedule and of course you can tap any of these addresses it opens up Google Maps which then gives you turn by turn navigation to get to the location and so here's the appointment that I've got that I'm going to do an invoice on so we're going to go into appointment wizard and we kind of go from a top down approach we can see the list of all the equipment we can review add or alter once they're installed the next time you come here or another person comes out they will see this list that's been created so we go back to the order and then you can fill in the checklist for that equipment invoice notes so this would be a note that if your company invoices are set to show these these would show up on the invoice uh one of the features in Google keyboard is you can hit this little microphone and you can talk you might talk a little bit slower but you can talk and it'll turn your talk into text and same thing on office notes is it works that way but these are as it says office notes will only be seen in the office so we will move down to parts and labor you select the piece of equipment that you are Servicing we'll start with the multi-atom quick entry I can do a search by code or description so if I'm looking for or I can just scroll through the list depending upon how long your list is if I'm doing a search and I wanted to search for uh the description being pill I can select it right here it tells me how many I have on hand uh in this case uh this is a demo device I don't have actually anything on hand so we will choose this I'm gonna click here move it up to three if you need to move it to 30 or a larger number we can open it so I click the X I clear out my list or if I if they're set up through categories and subcategories I can drill down apparently I have not set that up in here the pricing is all automatically calculated out by all the pricing rules so you don't have to worry about uh the pricing it's doing it based upon whatever pricing rules are set up for this customer so now that we're done with this we hit the back button and we can see here's the two items and now I can see that the back office has the item 2 widget one kit 2 those are all in here now I go back to my order now I'm ready to complete it I hit complete now this screen would be useful if you were tracking time and materials and charging for time if you are not charging for time then you just hit review and then we go into review you can see that here's the subtotal down here are all of the items um here's the uh if there was going to be a bottom discount uh off the off the whole invoice that could be filled in here review this you can see the notes that'll show up on the invoice you can review the checklist if that was filled out so you can show this to the customer so they can see the totals see what everything involved in it is review the notes and then hit complete this brings them to the signature screen where they can sign it at this point fill that in and hit accept I depleted the inventory it has now created the generated the invoice it's now asking to receive payment if you're collecting money you can collect cash check credit card if the office is going to uh pay it later you put it as an invoice on account and that will send off the invoice to their accounts payable person hit save press done and it brings you back to your list of appointments for the day the office will get notified that's completed and the customer should receive a copy of the invoice going directly to the accounts payable person and they should get that in just a few minutes it's an easy accurate clean quick it's immediately generated goes to the customer to the emailed automatically to the inbox of that customer's accounts payable person which means they get it faster which then means typically they tend to pay it faster which also makes the office happy not only did they do they get paid faster but before that they immediately know the invoice was created they've got all the details they can read it all as well and it was accurate the totals were all done right and they don't double enter it into the accounting system it just Imports it's clean it's accurate and they can do voice to text so they can put in all their notes just by talking that's the kind of system that would help make your customers happy make your office happy make your staff your field staff happy tracker's solution for you check out our website .longwilltech.com