Fully automate your invoicing processes

Kafui Mortty

We've made some super exciting changes to our invoicing system, you will now be able to fully automate your invoicing processes within Commusoft. With this powerful update, you will no longer have to manually raise invoices for each job, but instead your invoices can be automatically created and sent to the customer for you. Better yet - the system knows exactly how much to charge based on the type of job.

You'll all be aware just how vital it is to invoice your customers both accurately and efficiently. With our new automated invoicing functionality, you can cut down on the time, effort, and administrative strain of creating dozens (or hundreds) of invoices every day. Your team won't be the only ones to reap the benefits, however! Your customers will also receive their invoices faster than ever and receive a smooth customer journey from your business. It's a win win situation!

This new feature is available on Commusoft's Customer Journey plan and above. If you'd like to learn about the benefits of this plan and walk through its new tools and capabilities, book a demo with our sales team who are more than happy to assist.

With that said, let's just jump into it!

How does it work?

For every type of job that you want to automatically invoice, you can configure the pricing items, labour rates, and invoicing rules that will determine when the invoice is raised and how much is charged. You can set up this information for each individual job description, so the invoice will always be tailored to the specific type of work being conducted.

When an engineer is on site and they mark the job as 'complete', the system gets to work and calculates the correct charges based on the type of job. The invoice is then automatically raised and sent to the assigned contact, without your admin or field team having to lift a finger. This is especially useful for engineers, so they can focus on the job at hand - and not the paperwork!

To make all this possible, we've revamped several parts of the Commusoft system, including both job descriptions and labour rates.

Connecting invoicing and your job descriptions 

You'll now be able to create job descriptions that contain the exact invoicing details for that type of job, such as your labour rates and pricing items. With this information, every time you invoice a job of that type, the system will know exactly what to charge - without you having to calculate it yourself or search for the relevant pricing items in Commusoft.

Not only does this save you ample time on every invoice, but it's fantastic for new employees - or those less familiar with invoicing - too, as it makes things crystal clear and easy when it comes to invoicing a job.

Automatic invoicing rules

To set up Commusoft to handle invoices automatically, you can choose between two rules:

  • Pre-final: A pre-final invoice will be raised when the job is first created. Once the job is completed, it will automatically be converted into a final invoice. This gives your team a chance to edit the invoice before it is sent to the customer.
  • Automatic - on completion: A final invoice is automatically created and sent to the customer as soon as the job has been completed.

As the automatic invoicing rule is connected to a specific job description, you don't have to choose the same rule for every description - it's your choice! Once saved, your invoices will automatically be created and sent, per the chosen rule. A little set up and configuration in the early stages can save you hours of admin work in the future!

Of course, the rules can be later edited through the job description settings - plus you can also easily clone a job description if needed.

Labour Rates

To ensure that invoices can be raised automatically, we've significantly improved Commusoft's labour rates too. Labour rates can now be assigned to specific job descriptions - not just users - and can handle advanced functions, such as rounding rules, discretionary minutes, and even day/time rates. Please note, that the new updates to labour rates will be available for all clients on our Go Paperless plan and above.

Our Rounding rule eliminates the need for you to do any manual calculations regarding time on site. You can simply choose whether the labour charge for that type of job rounds to the nearest 6, 15, 30, or 60 mins.

We've also added discretionary minutes allowing you to choose the number of minutes that you decide to waive for your customer's benefit. For example, if your engineer is on site for 31 minutes and your discretionary minutes is set to 2 minutes - you would only charge for 30 minutes, instead of rounding to a full hour. This further reduces the need for any office staff to have to do this on an ad-hoc basis and avoids you frustrating customers with an excessive charge.

Finally, our advanced labour rates can be configured to offer specific prices for different times and/or days. So, if you have after-hours services that you charge an additional rate for, for example or particular weekend rates that are priced differently - this can all be configured through the new labour rates settings. When Commusoft is automatically raising an invoice, it can therefore calculate the charge based on the exact labour rate assigned, as well as considering your rounding rules, discretionary minutes, and the time/day that the work was conducted.

Not using this feature yet?

If you'd like to learn more about how it can significantly speed up your invoicing, whilst reducing admin work, please get in contact with our sales team today.

You can check our website for any further updates and we look forward to hearing from you all!

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