T&M Invoicing
M to review and update
Admin Section
Embedded Files
This process is to be followed when you are invoicing a TIME AND MATERIALS JOB. You will know this as it's not indicated as a Fixed Bid as the job category.
Job Flagging
Job Flagging
Sometimes a job isn't able to be invoiced because it's missing things!
If at any point something is missing (expenses, hours are off, missing inventory, no notes, unclear work completed) please do the following
Make notes on what is unclear, needed or missing
Mark HOLD as a SUBSTATUS
Then email the job (use email job feature) with the Job Review message template. Make a note in the email what you need them to do (see notes etc).
If it's not corrected, you can send it to the supervisor (same process as above) and ask them to meet with the team member.
1. Open Service Fusion Jobs
1. Open Service Fusion Jobs
Open Service Fusion and go to the Jobs Dashboard.
https://admin.servicefusion.com/jobs
2. Ready to Invoice
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
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
4. Check COMPLETION Notes
Confirm job has properly documented Completion Notes
Property Documented Completion Notes
Must Exist: If there are no Completion Notes, contact the tech that did the work and ask them to input Completion Notes asap. You can take them via the phone unless the tech has developed a habit of skipping them. If there are no Completion Notes in the proper section but instead the tech put them in the regular Notes section, copy and paste ONLY appropriate notes into the Completion Notes section of the task. Send a message to the tech's supervisor with the issue and request further training.
Must be Professional: Completion Notes MUST make sense and also must make RepairPro look professional. Please correct bad grammar, and "upgrade" the wording from jargon, to a customer appropriate description.
Bad Example "I couldn't find the property and didn't have the key when I arrived so I had to call the office".
Good Example: "Gained entry to the unit"
Must actually be completed: If completion notes indicate job is NOT complete, then roll it back from completed and assign to the proper person. Notify the tech and their supervisors of their mistake.
Example: "I couldn't figure out how to fix the washer..."
Must Be Descriptive: They must show we know what we are doing and describe what we did
Bad Example: "Changed bulbs"
Good Example: "Replaced dead light bulbs in inaccessible areas of the unit, checked unit while there, changed HVAC filter, smoke detector batteries and checked for sink leaks."
5. Check Photos
5. Check Photos
Check the Pics tab to make sure there are before and after photos of the work that was done.
PHOTOS ARE REQUIRED
6. Check & Bill Expenses
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.
Add 10% or $10 Expense Markup on ALL Jobs
For ALL jobs add a markup of 10% or $10, whichever is greater
Make sure it's recorded under RepairPro Services user with a date of invoice
Match the category of the other expenses (usually Job Supplies & Materials or Vendor Paid)
Insert no notes
Markup should be one entry, not an entry for each purchase. The easiest way is just to view the total billable expenses for the job and base the 10% off that (after all are marked billable.)
* 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
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: For out of town invoices, you need to bill for drive time BOTH WAYS. If no entry is made, you need to enter estimated drive time both ways (check google maps). This will be entered for under the staff member that drove and will be classified as Drive Time, not labor. For Chico jobs, if there is no drive time recorded you can input a trip charges under Addon-Charges below.
**LVLs- we do not charge hours on LVL. IPM customers need to be sent a photo log. Only expenses are charged on LVL invoices. Check notes and branch out if any issues on landscaping**
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.
ADDON time ENTRIES
ADDON time ENTRIES
We add time to each job to help make up for all the admin and supervisor time.
If total 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.
If total labor time is above 50 minutes please add 10 minutes per labor entry as a new entry under RepairPro Services on the same date. For example if you had 4 labor entries, you'd add 40 minutes under RepairPro Services user.
Add on time should be one entry, not an entry for each line. The easiest way is just to view the total billable expenses for the job and base the 10% off that (after all are marked billable.)
- for AMIs that take less than 1 hour, leave the item as is (60 rate) and don't bill the labor
- for AMIs that take more than 1 hour, change quantity of this service to zero and bill the actual labor.
- in all cases, an AMI service item will be used for AMI jobs.
***TURNOVER JOBS - MICS and Pre and Post TOCs- bill invoice at actual hours worked, do not mark up to an hour***
8. Check Inventory
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 ON Charges
9. Add ON Charges
You will need to enter a tool 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 to add a trip charge, if needed, by typing in the word "trip" and selecting Trip Charge when it appears. Note: Only add a trip charge if the drive time under Drive & Labor Times is blank. If tech has logged drive time, do not enter an additional trip charge.
Other Add on Charges
Dump Trailer (when we use the dump trailer, $150)
Pressure Washer (when we use our own press washer)
Ozone Machine $35/day
Loaner Fridge $10/day
Portable Heater/AC $10/day
Rekey Charge (when we rekey a place)
HVAC Diagnostic Fee (anytime we work on AC/Heater)
Pre-toc/Post-toc (flat fee for inspections under 1 hour, if over bill actual time)
10. CHECK DISCOUNTS & PRICE BOOK
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. If so you will need to adjust the hourly rate.
11. Save job
11. Save job
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.
12. Invoice
12. Invoice
You are now ready to Invoice the task. At the top of the page, click the Invoice button.
If the job is 100% ready to invoice, click Invoice Now.
If it needs review, more details or something else, close it and apply the Awaiting Review status.
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.
Page updated
Report abuse