Invoices can be easily created on both the web portal and mobile apps, depending on your preference.
On the Web Portal:
If you have already created a quote, it can be quickly converted into an invoice with Gas Engineer Software.
Here's how:
Once the customer has accepted the quote, open it up.
To do this, you can navigate via the Job, Job Address, or Customer pages.
Once the quote is open, you will see a "Convert Quote to Invoice" button on the right-hand side. Click this, and an invoice will automatically be generated with the same line items.
From here, you can edit, save, or issue the record in the normal way.
How to create an invoice from scratch on the web portal:
Click the "Create New" tab in the top right corner of the screen.
Select Certificate, Quote or Invoice from the pop-up:
From the next pop-up, select Invoice. *This is also where you can choose to create a quote or an estimate.
Next, you need to select the job you'd like to create the invoice for. You can either search for an existing job or create a new one from this menu.
If you are searching for a job, simply click on the "Search for Job" bar and type in a job number, job address, or customer name.
If you are creating a new job, please click the "New Job" button. You'll then be asked to provide a customer's name and a job address. You can use these fields to search for customers or to create a new one.
If creating a new customer or job address, you'll be prompted to fill out the customer or job address details. Once finished, please click "Save" and move to the next step.
After selecting or creating a customer and job address, your screen will look like the image below. Please click "Create" to be taken to the invoice screen.
From the screen below, please click on "Add Item" to create a new line item on the invoice. You'd need to do this for each line item you'd like to add.
After clicking "Add Item" please fill out the line item description, amounts of units, price and VAT (please note this is set to 20% by default if VAT is enabled) and click "Save"
You can also use line item templates to quickly use items you've created before. Click "Use Template", select the template, and click "Use Template" one more time.
If you would like to create a new one, click "Use Template" and then under "Select Template", click "Create new template". Fill out all the details, click "Save", and then "Use Template".
You can now decide to "Save" the record as a draft, issue it, or issue and email it. Please click "Approve & Email" to send the record to the customer or press "Approve & Preview" to issue the record without sending (you can send it later if you'd like).
On the App:
As on the Web Portal, quotes can quickly be converted into invoices on the Gas Engineer Software app.
Here's how:
Once the customer has accepted the quote, open it up.
To do this, simply click on "Existing Records & Drafts" from the home screen.
Click on "Quotes"
Search for the quote using the search bar. You can search for the customer name, job address, or job number.
Click on the quote
From the pop-up menu, click "Convert to Invoice"
From here, you can edit, save, or issue the record in the normal way.
How to create an invoice from scratch on the app:
Tap "New Estimate, Quote or Invoice"
Tap Invoice, Quote or Estimate.
Select the job you'd like to create the record for
Tap the "+" icon.
Fill in the details manually, or use a template
Repeat the above to add more line items.
Tap "Save" to save the record as a draft and tap "Home" return to the main menu or;
Tap "Approve" to issue the record and move on to the next screen.
After tapping "Approve", confirm that you want to finalise the record.
After clicking "Approve", please select "Email" to send the record or "Preview" to issue the record without sending
Confirm that the email details are correct and tap "Send".
Note: If you press the home button at this point, after syncing your device, the record will show as "Issued" rather than as a draft.