Which one should I create for my new job? Different jobs require different levels of complexity, and not all jobs need to go through the Sales Order process. Let’s look at it from the ground up….
1. Simple – One Day, In and Out, “Hang and Bang”
This would be the most simple kind of job there is. An example would be, customer calls and just wants you to mount the TV for them. You might be selling the mount, maybe they already have it, but you will only be there for a short time. This can be accomplished by simply using an Invoice, or Estimate.
An estimate allows you to build a list of Items and Labor, just like you would on an invoice, and send it to your customer for approval. You can View the .PDF, Email it directly to the Customer, or someone else. Once the Customer has accepted the estimate, you can simply Convert the Estimate to an Invoice, Request or Stage your Items and generate a Work Order, right from the Invoice.
From the invoice, you are able to request product, Stage from Inventory, or Deliver the product, using the Product Options section of the invoice.
Once you have staged or delivered the Items from your Invoice, you can create your work order. By default, when you click on the Product section on the Invoice, as shown, iPoint will Auto-Deliver the Item. If you wish to choose from a Warehouse location, other than the default, visit *Settings > Module Settings > Invoices > “Do Not Auto Deliver Product”.
Once the work order has been completed, your technician can collect the invoice from the field or email the customer a Payment Portal Link. By clicking on “Invoices” from the Work Order, and selecting the existing Invoice (that was created from the Estimate originally) iPoint will offer the user to include the actual time on site. Depending on your agreement with the customer, you can choose to keep the Invoice as it exists or add the time from the work order.
2. Time and Materials Projects
For projects that might go on for several Work Orders, you will want to create a Project to track all of your Work Orders together, along with any Added Parts that may have been necessary. If you started with an Estimate, you will want to add the Items from the Estimate to your Project first, then create your Work Orders.
Using the Task/Parts button, you may also want to add specific tasks for your technicians to complete while on-site, in addition to the items for installation.
You now have a Project to accumulate all of your work orders, additional tasks and parts that can be added to as the job progresses. Continue scheduling the work orders, adding tasks and parts until the job is completed. Once you are finished, use the “Invoices” button on the Project Details screen. By clicking “Create New Invoice for All” iPoint will create an invoice for all unbilled Work Orders, unbilled Items, and Expenses added to the Work Orders.
For longer, phased, pre-proposed jobs, you should start with a Proposal and work your way through the revision, presentation, and conversion to a Sales Order. Using a proposal is the most flexible way to build and complete a job. We will still use Projects to manage our labor, but our Inventory Management, Scheduling, and Billing processes will be a bit different.