Turning a completed job into a paid invoice requires retyping parts lists, matching costs against vendor and price book records, calculating labor, and building the invoice by hand.
An automated version reads the closed job record, reconciles parts and labor against current pricing, and drafts the invoice for review. Once approved, it sends the invoice and updates job and payment tracking without manual re-entry.
The full workflow, from trigger to completion.
Automation starts the moment a technician closes out the job ticket.
Reads the closed ticket and pulls parts used, quantities, and logged labor hours.
Parts and quantities are written to the shared tracking sheet for inventory reconciliation.
Checks each line item against the current price book and the latest vendor cost.
When a price varies more than 10% from the price book, the office manager reviews and approves it before invoicing.
Generates a fully itemized invoice using the verified parts and labor pricing.
Invoice and payment link are sent straight to the customer's on-file email address.
Job record is marked invoiced and linked to the QuickBooks invoice number for tracking.
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