Bid Invoicing

Tyler will review

This process is to be followed when you are invoicing a FIXED BID JOB. You will know this as the Job Category will be Fixed Bid.

INCOMPLETE!!!

1. Open Service Fusion Jobs

Open Service Fusion and go to the Jobs Dashboard.

https://admin.servicefusion.com/jobs

2. Ready to Invoice

On the left hand side of the page is a column with multiple headers. You will need to click on the Buildium Completed button under Completed & Ready to Close.

3. Check Notes

The first thing you will check is the Notes section. Review the Notes section for any important information that will help in the invoicing process. Also check to make sure that if the task makes note that more work needs to be done, that the MC has created a new task for the new/remaining items.

4. Check COMPLETION Notes

** If there are properly documented Completion Notes, proceed to the next step.

** If there are no Completion Notes, contact the tech that did the work and ask them to input Completion Notes asap.

** If there are no Completion Notes in the proper section but instead the tech put them in the regular Notes section, copy and paste into the Completion Notes section of the task. Send a message to the tech's supervisor with the issue and request further training.

5. Check Photos

Check the Pics tab to make sure there are before and after photos of the work that was done.

6. Check & Bill Expenses

Check Expenses tab. If items had to be purchased for repair, a complete entry is needed.

You will need to check the Expenses tab for the following:

Proper date of purchase
Vendor/Purchased From
Total amount of purchase matches the receipt or there is an explanation of why it does not match.
Tech whose card was used. This does not necessarily mean it is the tech who did the work.
Note describing items purchased
Copy (photo) of receipt attached. Make sure you can see the entire receipt clearly.

* If all of the parameters for the expense are met, proceed to the next step OR If any of the above mentioned items are missing, the entry is incomplete. Contact the responsible tech and have them correct the entry.

If there are expenses for the task, click edit and make sure the Billable box is checked off.

7. Check & Bill Labor

Check Labor Hours tab. Make sure all labor hour entries are correct. If an entry needs to be corrected, contact the tech responsible and have them correct their time entry.

Make sure the Billable box next to each employee's Labor times is checked off.

**NOTE: Do not check the box for Drive Time for Chico locations. For out of town invoices, you need to bill for drive time. If no entry is made, you need to enter estimated drive time both ways (check google maps).

Next, you will need to add the appropriate amount of time under the RepairPro Services tech. We charge a minimum of one hour for a task. (Please check the end of this section for notes regarding exceptions). The guidelines below.

Adding additional time

Any labor time that is under 50 minutes in time will need the correct amount of time added to bring the total labor for the job to one hour.

Any labor time that is 50 minutes or above will need 10 minutes added to the task as a new entry under RepairPro Services. On large tasks, you will need to add 10 minutes for each tech, each day they are on the project.

8. Check Inventory

Check the Products & Services tab. If the Completion Notes indicate that an item was replaced or installed and the cost of this item is not listed under the Expenses tab, it may be an inventory item in which case should be listed under the Products & Services tab.

9. Add Trip/Tool Charges

You will need to enter a tool charge and a trip charge for every tech on the task for every day that they were working on the task. Type in the word "tool" to have the Small Tool Charge/Consumables come up. Click on it to add it to the task. Change the quantity, if needed, to reflect the proper number of techs and proper number of days techs were on the task. Repeat this process for the trip charge by typing in the word "trip" and selecting Trip Charge when it appears

10. CHECK DISCOUNTS & PRICE BOOK

Check to see if this job is for an employee or is subject to a discount or price book adjustment.

11. Save job

12. Invoice

You are now ready to Invoice the task. At the top of the page, click the Invoice button.

Click the Invoice Now button

Invoice Approval

All invoices over $500 need to be review by greg or AJ.
All invoices over $150 for LOCALE and IPM CHICO Customers will be reviewed and approved
AJ (or Greg) will approve and send all invoices over $500 for outside work (all other customers)

It will reload the page and supply an Invoice #. Click on the Invoice #. This will take you to a screen that reviews the invoice to be sent. You will now need to click on the email button.

This will bring up an email form for you to fill out.

First, you will need to make sure the customer email address is correct.

For IPM billing@ipmchico.com
For Locale billing@localeres.com
For Outside Work (confirm they have an email)

Select "Invoice" Template

It will then fill in the body of the email with a pre-determined script. Next, you will need to check the box for Attach As PDF (Invoice Photos).

If no approval is required (see above) click send to send the email to the appropriate person. You are now done invoicing the task.

NOTES: TO BE INSERTED IN THE CORRECT STEP!

-- All "outside" work needs to reviewed and invoiced by the supervisor.

-- The following properties should have the following labor rates:

* 111 Winchester, 570 E 3rd, 447 W 7th = $30/hr

* 719 Chestnut = $25/hr

-- Check for hauling, pressure washing, portable ac or heater usage, or ozone machine and make sure the appropriate charges are listed under Products & Services

-- Exceptions to 1 hour minimum on tasks: PIRs are charged for the exact labor time

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