FieldPulse Tutorials: Setting Up Your Invoice Item Repository

When creating an estimate or invoice, invoice line items require a direct reference to a designated ‘Invoice Item’ in your company’s Invoice Item Repository. Since a corresponding Invoice Item is required for each line item, your Invoice Item Repository should include all of the product and services you offer. We’ll go through step by step how to set up Invoice Items in your Invoice Item Repository ahead of time. However, note that Invoice Items can also be created ‘on the fly’ when creating an estimate or invoice, which will automatically be added to your Invoice Item Repository.

 

1) Click the ‘Administration’ option from the left menu, select the ‘Invoices’ tab, and then select the ‘Invoice Items’ secondary tab

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2) Click the ‘Create New’ button to open a new Invoice Item and fill out necessary information

When creating an invoice, each line item must be created using a corresponding Invoice Item in the system, however, the price, quantity, and taxation applied for the specific Invoice Item can be modified after it is inserted into the line item. Therefore, the price, quantity, taxation, and description are not required but can be filled out to automatically populate the line item when that Invoice Item is applied.

The ‘Name’ of an Invoice Item cannot be modified after creation and Invoice Items cannot be deleted (only deactivated); if you want to change the ‘Name’ of an Invoice Item, it must be done by creating a new Invoice Item as to not affect old invoices using that item.

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3) Once you save/submit the Invoice Item, it can be used when creating invoices to add line items

However, if you haven’t already created the Invoice Item necessary to add the line item to the invoice, you can create the Invoice Item on the fly and it will be automatically added to your Invoice Item Repository.