Understanding Orders, Quotes, Invoices etc.

Modified on Thu, 18 Aug, 2022 at 2:28 PM

TABLE OF CONTENTS

Understanding How Service Orders, Quotes, Invoices, Payments, Credit and Debit Notes are Related

This overview explains how the various parts of the invoicing system work together to make managing your Pet Care Business easier and take less time.

Service Orders:

A Service Order is made up of services a client has requested for a specific date range.
When a service is added to an order it is also added to the live schedule.
A Service Order can either be in Quote or Invoice Status.
Services are visible within the Client Portal, under the Schedule tab.
A Service Order in Quote status can edited without additional steps.
A Service Order in Invoice status can be edited, but the edits are NOT updated on the Invoice. If the original Invoice is not Voided, edits to a Service Order in Invoice stage create a Debit or Credit Note on the account.
See Client Orders for more information.

Quotes:

A Quote is essentially a nicely formatted version of the Service Order.
Quotes can be emailed to the client to confirm dates and cost of services.
A quote is a temporary status. Once you create an invoice, there is no longer a Quote.
A Quote is not visible in the Client Portal, but the services on a Quote are visible in the Schedule.
If you need to edit a Quote, you actually edit the Service Order.
See Client Quotes for more information.

Invoices:

A Service Order is transformed into an Invoice allowing the client to pay for their service.
As soon as an Invoice is created, it is visible in the Client Portal.
After a service order is invoiced, it can still be edited, however, the invoice will not reflect the changes, unless the original invoice is voided and a new one created.
A good way to think of an Invoice is a printed sheet of paper that is used to request payment. But this piece of paper can be thrown away, revised and printed again if the order changes.
See Client Invoices for more information.

Payments:

Regarding Payments, Invoices and Account Balances, there are two options:

1. Invoice AFTER Service Completion: Clients pay for the services after the service is complete. Therefore the invoice is delivered at the end of the service and it includes any changes made to the Service Order after the original booking and therefore does not use the Debit and Credit System.

2. Invoice BEFORE Service Completion: Clients pay for the services before the service begins. Therefore the invoice is made at the beginning of the service. If the Order changes after the Invoice is made, you will use the Debit and Credit System to adjust the client account for the changes, either creating a credit for them, or creating a second Invoice.

In the scenarios when a client is paying an Invoice before the service is complete, if the Service Order needs changed, there are 2 ways to handle it.

A. You can allow client to carry a Credit or a Debit on their account. That is done easily by altering only the Service Order (not the Invoice) and then committing the Credit or Debit note that is generating. The Credit will be carried on the account and the Debit will be invoiced at the next invoicing cycle. The original invoice will stay in effect for the client to pay.

B. You can VOID the original Invoice, then make the appropriate edits to the Service Order and reissue a new invoice to the client. This new invoice will reflect the changes to the Order. In the case that a payment had already been received, if there is a credit or debit that is generated for the service order updates, the Credit can remain on the account or be refunded and the debit can be invoiced immediately or at the next invoicing cycle.

Credit Notes:

A Credit Note is a reflection of credit a client has on their account. Credits are created in situations such as an overpayment or a service cancellation after payment was made.

Debit Notes:

A Debit Note is a reflection of an amount due from a client. Debits are created in situations such as an Underpayment or a service addition after payment was made.