Turn completed jobs into invoice drafts
Completed jobs become one invoice draft with labor, parts and approved changes, checked for duplicates.
Finance · Home services · When something happens · Updated
Works with
- Slack
- QuickBooks
- Xero
Slack
QuickBooks
XeroHow do you turn completed jobs into invoice drafts?
To turn completed jobs into invoice drafts, set up a trigger on completion. Maito reads labor, parts and approved changes from Jobber, builds a draft in QuickBooks or Xero, checks it against the approved scope, and posts a note in Slack for review.
How it's done today
The office rebuilds labor, parts and changes from notes.
What Maito does
- Check the job was complete and the scope authorized
- Add labor, parts and approved changes
- Check for an existing invoice
- Create one draft for approval
Example
Loop run: Job 2318 marked complete
Draft invoice created for job 2318, Globex Storage. Total $1,486.50. • Labor: 3.0 hours at $125 = $375.00 • Blower motor B-440: $612.00 • Capacitor 45/5: $48.50 • PVC and fittings: $21.00 • Approved extra: condensate line cleaning, $430.00 Checks: • Scope was approved on Oct 15 for $1,056.50 • The extra was approved by email on Oct 19 at 10:02 AM Catch: Invoice INV-1190 for Globex Storage was already drafted on Oct 12 for the same blower motor. I did not reuse it. It may be a deposit. Want me to check? Source: the job record, the Oct 19 approval email and the parts price list.
@Maito yes, check INV-1190.
INV-1190 is a $400 deposit, paid Oct 13. I added it as a credit on the draft, so the balance due is $1,086.50. It's still a draft for you to approve.
Maito (4:35 PM):
Draft invoice created for job 2318, Globex Storage. Total $1,486.50.
• Labor: 3.0 hours at $125 = $375.00
• Blower motor B-440: $612.00
• Capacitor 45/5: $48.50
• PVC and fittings: $21.00
• Approved extra: condensate line cleaning, $430.00
Checks:
• Scope was approved on Oct 15 for $1,056.50
• The extra was approved by email on Oct 19 at 10:02 AM
Catch: Invoice INV-1190 for Globex Storage was already drafted on Oct 12 for the same blower motor. I did not reuse it. It may be a deposit. Want me to check?
Source: the job record, the Oct 19 approval email and the parts price list.
Omar (4:40 PM):
yes, check INV-1190.
Maito (4:41 PM):
INV-1190 is a $400 deposit, paid Oct 13. I added it as a credit on the draft, so the balance due is $1,086.50. It's still a draft for you to approve.
How to set it up
- Ask your agent
“When a job is marked complete in the field service software, build an invoice draft in the accounting software from labor, parts and approved changes. Post a note in #billing for me to review.”
- Connect field service software
- Jobber
- Connect accounting software
- QuickBooks
- Xero
Not connected yet? Your agent sends you a link to sign in.
What it won't do
It can't invent prices it hasn't been given. It also won't send or finalize an invoice for you.
Questions
No. It creates a draft for you to review.
It includes only approved extras and shows where the approval came from.
It flags them, such as a deposit invoice, instead of reusing them.
