Create a One Time Invoice

There are two types of invoices in ServiceCore:

1. One time invoices.
2. Recurring invoices.

Recurring invoices are great for billing customers that schedule recurring rentals, like a long-term portable or dumpster rental that comes with regular services (jobs).

One time invoices are great for billing customers that schedule one time jobs or rentals, like installations, relocations, or weekend rentals.

Before You Start

Here are some things you should know before you continue:

• To see if you have access to this feature in ServiceCore, please check out this article on user permission levels.
• Services (line items) and surcharges must already exist in your ServiceCore account before you can add them to an invoice.
• We strongly recommend associating one time invoices with the related rental or job.
• One time invoices are NOT automatically sent to your customers.
• One time invoice reminders will appear on your ServiceCore dashboard.
• One time invoices can only be created for one rental or job site at a time.
• One time invoices can only have jobs and services (line items) for one rental or job at a time.
• One time invoices for jobs cannot be prorated.
• If you're signed up for ServiceCore Pay, you can enable Online Payments on one time invoices.

Create a One Time Invoice

If you're signed up for ServiceCore Pay, you can enable Online Payments for one time invoices so that the associated customer can pay the invoice online at any time. 

If you're not signed up for ServiceCore Pay, you won't see the option to enable Online Payments on one time invoices.

There are 11 ways to create a one time invoice:

1. From inside a rental at the top OR in the Invoices section that automatically fills in the main details.
   
   
2. From inside a job at the top that automatically fills in the main details.
   
   
3. From the main Rentals section that automatically fills in the main details. 
   
   
4. From the main Accounting section under Ready for Invoice > Rentals that automatically fills in the main details.
   
   
5. From the main Accounting section under Ready for Invoice > Jobs that automatically fills in the main details.
   
   
6. From a customer's profile under the Rentals section that automatically fills in the main details.
   
   
7. From a customer's profile under the Jobs section that automatically fills in the main details.
   
   
8. From a customer's profile under the Accounting > Ready for Invoice > Jobs section that automatically fills in the main details.
   
   
9. From a customer's profile under the Accounting > Ready for Invoice > Rentals section that automatically fills in the main details.
   
   
10. From the main Estimates section that automatically fills in the main details. 
    
    
11. From anywhere in your account using the + button to start from a blank invoice page.
    
    

Which method you use depends on why you're creating a one time invoice.

If you're creating a one time invoice for a completed job or rental, you'll want to use one of the first ten options so that the invoice is automatically associated with its job/rental.

If you're creating a one time invoice at the customer level that doesn't need to be tied to a rental or job, such as in the case of a parts/supplies sale, consultation, or dry-run, you can use the + button to quickly create an invoice.

Please Note: The first/next invoice created from a recurring invoice template is a different concept than one time invoices and they use a different workflow than what's covered below. To learn how to generate the first/next invoice from a recurring invoice template, please click here. 

Create a One Time Invoice for a Job

The workflow to create one time invoices for jobs is similar to the workflow for rentals, but there are a few differences. 

To create a one time invoice for a job, just follow the below instructions:

1. Click on "Create Invoice" from the dropdown menu next to/in the job or "Start Invoice" depending on where you're starting from. (See above screenshots.)
2. Review the auto-filled fields at the top to see if anything needs to be adjusted.
   
   
3. Confirm that the Billing Address is accurate and change it, if needed.
   
   TIP: The customer's main address will appear by default in this section if it's been added to their customer profile. If you check the 'Bill To Service Location' box at the top of the invoice page, this section will automatically change to the rental site's address instead. (Look at Step 2's screenshot above.)
   
   
4. Review the auto-filled Services section and adjust the line items, if needed.
5. Add any Surcharges, if needed.
6. Review the Tax Code field in the Invoice Summary section and adjust it to match this rental, if needed. (The Tax Rate in this customer’s profile will auto-appear if you’ve previously added one.)
   
   
7. Add any necessary notes to the invoice for you/your team and/or your customer.
8. Add any related attachments to the invoice for your customer to review.
   
   Please Note: Each attachment must be less than 6MB. To learn more about attachments, click here.
9. Select how you'd like to notify the customer about their invoice.
   
   Please Note: If 'Email' is selected as the Preferred Communication, a notification will be sent to the email address in the Email field at the top of the invoice page. If 'Print' is selected, you'll receive an email with a PDF that you can print and send to the customer.
10. If the associated customer has a default payment method saved in their profile, Online Payment will be checked by default. 
    
    Please Note: If you uncheck the box, the customer won't be able to pay this invoice online.
11. Click "Save" to save and view the invoice.
    
    

You'll now see the invoice inside the job's overview page in a new Invoice section.

Create a One Time Invoice for a Rental

Something to keep in mind creating invoices for a rental is the difference between the Rental Rates and Services sections in an invoice. You can use one or both together depending on how you charge customers.

If you have proration turned on in your ServiceCore account, we recommend using the Rental Rates section because any line items you add there will be automatically prorated based on the rental's start date.

Please Note: Flat Rate services (line items) will NOT be prorated, even if you add them to the Rental Rates section.

If you don’t have proration turned on in your ServiceCore account or you don’t want line items to be prorated, you’ll need to add the line items to the Services section instead.

Please Note: In order to add a service (line item) to the Rental Rates section, it must be assigned to the product being rented. Any service (line item) can be added to the Services section, but they won't be prorated. 

You can use both of these sections together if that fits your billing workflows the best, but you must use at least one of these sections.

TIP: Use the Rental Rates section for product-related line items, like the rental fee for a portable toilet unit. Use the Services section for recurring job-related charges tied to that rental, like cleanings or dump-and-returns.

To create a one time invoice for a rental, just follow the below instructions:

1. Click on "Create One Time Invoice" from the dropdown menu next to or in the rental depending on where you're starting from. (See above screenshots.)
2. Review the auto-filled fields at the top to see if anything needs to be adjusted.
   
   
3. Confirm that the Billing Address is accurate and change it, if needed.
   
   TIP: The customer's main address will appear by default in this section if it's been added to their customer profile. If you check the 'Bill To Service Location' box at the top of the invoice page, this section will automatically change to the rental site's address instead. (Look at Step 2's screenshot above.)
   
   
4. Confirm that the Billing Period that applies to this rental is accurate and adjust it, if needed.
   
   
5. The rental rates that were initially added to the rental when it was originally created will automatically appear in the Rental Rates section of the invoice. You can click "Edit Rental Rates" to add, remove, or edit the existing rental rates to apply to this particular customer/rental, if needed.
   
   Please Note: Adding, removing, and editing existing rental rates in this invoice page will also add, remove, and edit the rental rates on the rental's overview page, EVEN IF YOU DON'T SAVE THE INVOICE.
   
   
   
   TIP: If no rental rates were originally added to the rental, you'll need to click "Add Rental Rates" and add them. The rental rates you add to the invoice will appear on the rental's overview page and vice versa.
   
   
6. If there are any additional services (line items) and/or surcharges that should be included but not prorated, add them to the Services and Surcharges sections.
7. Review the Tax Code field in the Invoice Summary section and adjust it to match this rental, if needed. (The Tax Rate in this customer’s profile will auto-appear if you’ve previously added one.)
   
   
8. Add any necessary notes to the invoice for you/your team and/or your customer.
9. Add any related attachments to the invoice for your customer to review.
   
   Please Note: Each attachment must be less than 6MB. To learn more about attachments, click here.
10. Select how you'd like to notify the customer about their invoice.
    
    Please Note: If 'Email' is selected as the Preferred Communication, a notification will be sent to the email address in the Email field at the top of the invoice page. If 'Print' is selected, you'll receive an email with a PDF that you can print and send to the customer.
11. If the associated customer has a default payment method saved in their profile, Online Payment will be checked by default. 
    
    Please Note: If you uncheck the box, the customer won't be able to pay this invoice online.
12. Click "Save" to save and view the invoice.
    
    

You'll now see the invoice on the rental's overview page under the Invoices section.

Add Surcharges to an Invoice

A surcharge is an extra fee, charge, or tax that you add onto the initially quoted price for a job or rental. Common examples include environmental fees, winterization fees, and additional fuel charges. 

Surcharges in ServiceCore are a special type of service (line item) that look the same as a regular service (line item) on invoices, but are listed in a separate section. 

Surcharges are calculated on the invoice subtotal before taxes and discounts.

Please Note: You must add surcharges to your Accounting settings before you're able to add them to invoices. If you're unable to search for/find a particular surcharge, it probably hasn't been added to your Accounting settings yet. 

If you're creating an invoice and need to add a surcharge, just follow the instructions below:

1. In the Surcharges section of an invoice, click into the search box and enter the name of the surcharge you'd like to add.
   
   
2. Review and adjust the information in the pop-up that appears.
3. Click "Save" to add the surcharge to the invoice as a new line item.
   
   

You can repeat these three steps to add additional surcharges or continue on with filling out the rest of the invoice.

Please Note: Surcharges can only have a Quantity of 1, so you'll need to add the same surcharge again as a second line item if you want to charge for it more than once.

Add Jobs and Their Attachments to an Invoice

If you create an invoice from inside a rental, job, customer profile, or your main Accounting section, ServiceCore will automatically associate the rental, job, and customer with that invoice, streamlining your workflow. 

If your drivers have attached any pictures to the job(s) associated with the rental you're currently creating an invoice for, ServiceCore will ask you if you'd like to add those attachments to the invoice.

If you decide to add an attachment from a job to the invoice you're creating, it'll be emailed to the customer along with the invoice, if their communication preference is Email. Customers who need their invoices printed and mailed to them won't see these attachments unless you print and mail them alongside the invoice.

All the jobs associated with an invoice will appear in the Services section.

Any attachments you add from the associated job(s) will appear in the Attachment section at the bottom.

If you're moving fast and click past the attachments prompt when first creating an invoice or you accidentally remove the job(s) from being associated with the invoice, you don't have to start over.

There's a quick way to add jobs and their attachments to an invoice, just follow the instructions below:

1.  Click on the green stripe to the right of the invoice.
   
   
2. Change the Job Status to 'Done' so you're only seeing a list of jobs that are ready to be billed for.
3. Click "Add" for each job you want to associate with the invoice and bill for.
   
   TIP: Any services (line items) that were added to the job(s) you associate will be automatically added to the invoice as line items. 
   
   
4. If the job(s) have attachments associated, ServiceCore will ask if you would like to add those attachments to the invoice. 
   
   

You'll now see the associated jobs and their line items in the Services section, and the associated attachments in the Attachments section.

When you email the invoice to your customer, they'll see all the attachments you've associated with the invoice as well as a PDF version of their invoice in the email they receive.

Use Price Books with an Invoice

Price Books allow you to apply customized pricing to invoice line items based on the customer, territory, customer/site type, and site. 

By using a price book in an invoice you can automatically apply predefined service rates so customers are billed accurately.

Please Note: You must add price books to your ServiceCore account before you're able to add use them in invoices. If you're unable to search for/find a particular price book, it probably hasn't been added to your account yet. 

When a price book is used in an invoice, ServiceCore automatically updates the line item prices based on the rates defined in that price book. This helps reduce manual price adjustments and keeps billing consistent across customers and services.

TIP: If only one price book applies to a line item in an invoice, ServiceCore will automatically select that price book and use it. If more than one price book applies to a line item, you'll need to manually select which one to use.

If you're creating or editing an invoice and want to use a price book, watch the video above or follow the instructions below:

1. Across from the line item that should have special pricing from a price book, click the Edit icon.
   
   
2. Click the drop-down menu icon to the right of the Rate field in the pop-up that appears.
3. Select the appropriate price book from the list of available options.
   
   Please Note: If you don't see the drop-down menu icon to the right of the rate field or you're not finding the price book you're looking for, that means that either there are no price books associated with the customer, territory, customer/site type, or site at all or that the price book you're looking for doesn't match any of those items.
   
   
4. After you click "Save", you'll see the updated pricing for that line item in the Services section.

If you have any questions, please reach out to our Support team through the chat widget on the bottom of this page or by sending an email to support@servicecore.com!