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Invoices and billing

Service Scout creates estimates, invoices, receipts, and orders as PDFs you can download or send. If you use QuickBooks Online, you can sync invoices and customer data there.

Types of documents​

DocumentWhat it’s for
EstimateA quote for the customer before work is done.
InvoiceThe bill; can be synced to QuickBooks.
ReceiptProof of payment after the customer pays.
OrderA work order or parts order.
Purchase orderFor ordering from suppliers; only some roles can create or preview these.

Each is generated from the issue and opens or downloads as a PDF.

Building a document​

From an issue you can:

  • Prepare an estimate — Add line items (services and/or parts), quantities, and prices.
  • Prepare an invoice — Build the invoice from the issue and the line items you’ve added.
  • Prepare or manage an order — Add or edit line items for a work or parts order.

Line items come from your services and parts catalogs, or from order templates so you don’t have to re-enter the same items every time. The billing name and address on the issue are what appear on the PDF.

Purchase orders​

If your role allows it, you can create, edit, and manage purchase orders for an issue, and preview them before sending. If you don’t see these options, your role may not include purchase order access.

QuickBooks Online​

  • In Settings → QuickBooks you (or your admin) can connect or disconnect your QuickBooks account and set sync options.
  • From an issue you can sync that issue’s invoice (or related data) to QuickBooks.
  • From Users you can sync users/customers to QuickBooks so they match.

This keeps your books in sync without re-entering everything by hand.

Credits​

When you record payment (e.g. on a receipt), you can apply the customer’s credit balance to reduce what they owe. See Credits.

Terms & conditions​

  • Under Settings → Terms & conditions you can create and manage templates (e.g. your standard terms).
  • When you generate an estimate or invoice, you can attach one of these templates so the terms appear on the PDF.