There are currently two options for working with estimates and invoices in Orderry.

Option 1. One work order = one invoice

Use this option if you want to generate an estimate or invoice for each work order individually. In this case, you use the Work Order functionality.

For this purpose, there are some work order statuses, document templates and notification templates that are preinstalled in your account in the Work Order Group.

Reminder: You can add custom work order statuses to your workflow and edit or add new document templates and notification templates.

1. Create a work order and add services and materials to it to make an estimate.

2. Update the work order to the "Estimate" status and send via email or print an estimate document for the client.

When sending a document via email, you can use a standard or custom notification template that you configure on the Settings > Notifications > Work Orders page.

3. After the client has agreed to the terms described in your Estimate, you continue working with the work order. If necessary, you can edit the added services and products in the work order. All changes made to the work order are recorded in the Event Feed.

4. When all the work is complete, update the work order to the "Invoiced" status and send via email or print out an invoice document for the client.

When sending a document via email, you can use a standard or custom notification template that you configure on the Settings > Notifications > Work Orders page.

Also, you can send an invoice to Quickbooks. You can do this manually or set up automatic sending when transferring a work order to the "Invoiced" status. Learn more about Quickbooks Integration in this article.

Note, that if a Quickbooks invoice has already been sent, you will see a warning when you try to do it again manually or automatically from Orderry.

Click Update to have the previous invoice data deleted and completely updated with the new data. Click Create new to keep the previous invoice information and create a new invoice (with a new number) in Quickbooks.

5. After the invoice is paid, update the work order to the "Waiting for collection" status.

Note that when you update work orders to this status, the payment window appears automatically as it is mandatory to create a payment.

6. After the client picks up their device, update the work order to the Closed status. After closing the work order, you can print or send via email a Payment Receipt document.

Please note that if you make a payment before closing the work order, the system will not open a payment window when moving to the Closed status.

Option 2. Multiple work orders = one invoice

Use this option when you need to create 1 estimate or 1 invoice for several work orders at once.

For this purpose, there are some work order statuses and document templates preinstalled in your account in the Invoices group.

Reminder: You can add custom work order statuses to your workflow and edit or add new document templates.

1. Create work orders and add services and materials to them to make an estimate.

2. Update the work orders to the Estimate status. Then, check the work orders you need in the table, click More actions and select Create invoice. Finish creating the estimate document.

3. Go to the Finance > Invoices page and open the created invoice.

From there, you can email or print the "Estimate" document for the client.

3. After the client has agreed to the terms described in your Estimate, you continue working with the work orders. If necessary, you can edit the added services and products in the work orders.

Note that changes made to orders are not displayed in the created estimate. Therefore, after editing orders, you need to delete the old estimate, and then create a new one based on the same orders.

4. When all the work is completed, update the work orders to the "Invoiced" status.

Then, on the Finance > Invoices page, open the invoice created for these work orders and send via email or print the "Invoice" document for the client. Then, you can update the status of the document to "Set".

5. After the invoice is paid, you can change the status of the document to Paid.

Also, you can send an invoice to QuickBooks. You can do this manually or set up automatic sending when transferring an invoice to the "Paid" status. Learn more about QuickBooks Integration in this article.

Note, that if a QuickBooks invoice has already been sent, you will see a warning when you try to do it again manually or automatically from Orderry.

Click Update to have the previous invoice data deleted and completely updated with the new data. Click Create new to keep the previous invoice information and create a new invoice (with a new number) in QuickBooks.

Next, go to the related work orders and update them to the "Waiting for collection" status.

Note that when you update work orders to this status, the payment window appears automatically as it is mandatory to create a payment.

6. After the client picks up their devices, update the work orders to the Closed status. After closing the work orders, you can come back to the invoice associated with those work orders to print out a Payment Receipt document.

Please note that if you make a payment before closing work orders, the system will not open a payment window when moving to the Closed status.

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