Find finished jobs that were never invoiced
Weekly, list completed jobs with no invoice and separate warranty and prepaid work from real gaps.
Finance · Home services · On a schedule · Updated
Works with
- Slack
- QuickBooks
- Xero
- Airtable
- Microsoft 365
Slack
QuickBooks
Xero
Airtable
Microsoft 365How do you find finished jobs that were never invoiced?
To find finished jobs that were never invoiced, set up a weekly Loop. Maito compares completed jobs in Jobber with invoices in QuickBooks or Xero, separates warranty and prepaid work, lists the unexplained ones with amounts, and flags billing deadlines.
How it's done today
The owner finds old unbilled jobs only when cash gets tight.
What Maito does
- Compare completed jobs to invoices
- Set aside warranty and prepaid jobs
- Rank the unexplained gaps by age and amount
- Post owners for each
Example
Loop run: Monday 10:00 AM · Unbilled job check
11 completed jobs in the last 90 days have no invoice. Explained (6): • 4 under warranty • 2 on prepaid maintenance plans Not explained (5), about $4,920 in estimated billing: • Job 2204, Hooli Cafe, Aug 21: $1,380 (59 days) • Job 2237, Acme Dental, Sep 4: $1,120 • Job 2260, Initech, Sep 18: $940 • 2 more, under $800 each Catch: job 2204's 90-day billing cutoff under the customer agreement is Nov 19. It also had an invoice voided on Aug 30 with no replacement. Source: completed jobs in the field service software against invoices in the accounting software.
@Maito pull everything on 2204.
Job 2204: Marcus completed it Aug 21, 6.5 hours plus a $420 part. INV-1141 for $1,380 was voided Aug 30 by Rosa, no reason noted. Nothing shows payment. This looks like a missed re-issue, but you should confirm with her.
Maito (10:00 AM):
11 completed jobs in the last 90 days have no invoice.
Explained (6):
• 4 under warranty
• 2 on prepaid maintenance plans
Not explained (5), about $4,920 in estimated billing:
• Job 2204, Hooli Cafe, Aug 21: $1,380 (59 days)
• Job 2237, Acme Dental, Sep 4: $1,120
• Job 2260, Initech, Sep 18: $940
• 2 more, under $800 each
Catch: job 2204's 90-day billing cutoff under the customer agreement is Nov 19. It also had an invoice voided on Aug 30 with no replacement.
Source: completed jobs in the field service software against invoices in the accounting software.
Omar (10:09 AM):
pull everything on 2204.
Maito (10:10 AM):
Job 2204: Marcus completed it Aug 21, 6.5 hours plus a $420 part. INV-1141 for $1,380 was voided Aug 30 by Rosa, no reason noted. Nothing shows payment. This looks like a missed re-issue, but you should confirm with her.
How to set it up
- Ask your agent
“Every Monday at 10, compare completed jobs in the field service software with invoices in our accounting software. Post the jobs without an invoice in #billing, and note which are warranty or prepaid.”
- Connect field service software
- Jobber
- Connect accounting software
- QuickBooks
- Xero
- Connect spreadsheet
- Airtable
- Microsoft 365
Not connected yet? Your agent sends you a link to sign in.
What it won't do
It can only match records that exist. Work done off the system will not appear.
Questions
No. It reports them. Invoice drafting is a separate workflow you can add.
From the job record or plan. Anything it can't confirm goes in the unexplained list.
Yes. It can read an Airtable or Microsoft 365 sheet if you track jobs there.
