Invoice Automation

In this article:

Invoice Automation Overview

Invoice Schedule for Monthly Billing

Invoice Automation for Hourly Billing

      Video: Invoice Automation for Hourly Billing

Invoice Automation for Per Visit Billing

      Video: Invoice Automation for Per Visit Billing

Invoice Automation Overview

In this article, learn how to create an invoice schedule for monthly billing. Learn how Hourly and Per Visit billing can be automated through timesheet activity, powered by the LMN Crew App. And see how timesheet activity for invoice automation and understanding invoice schedule will reduce the need for manual entry, saving you hours of administrative time.

Invoice Schedule for Monthly Billing

In order for a job to generate an Invoice, it must be set up for invoicing.

1. Navigate to: Jobs > Job List
2. Click the job you would like to invoice
3. Click Invoicing to drop open Invoice Activation and click it
4. Click the Setup Job For Invoicing button
5. Click Invoicing to drop open Invoice Schedule and click it.
6. Determine the number of monthly invoices. You can also pick what day of the month you would like invoices to be dated for.
7. When ready, click the Calculate button > OK The Invoice schedule will auto-populate with entries that reflect the number of invoices you selected with equal distribution of the total contract price.
8. Click Save

Invoice Automation for Hourly Billing

Unlike the above example, jobs that are billed Hourly or Per Visit (per occurrence) are automated by timesheet activity. This action is done via the LMN Crew App by the foreman logging activity.

In this example, the screenshots will reflect how punching out of a task via LMN Crew App on an hourly billed job will trigger an invoice on the administrative side for office staff to review and approve.

1. Jobs > Jobs List
2. Click open the job
   In order to invoice your hourly job, make sure your job is set up with Tasks, Hourly Rates, & Services.
   1. To set up Tasks, click Timesheet Tracking > Punch-in Tasks
      💡 This is what our crews are going to rack their time towards.
   2. Click open a Task or +Task
   3. In the popup, check the box: Track hours and rates for billing-by-the-hour and click Save.
      You will see a checkmark has been added to the Task under the Hrly? column.
   4. To set up Hourly Rates, click Timesheet Tracking > Hourly Rates
   5. Click +Rates
   6. Select Rates from the Hourly Rates list or add a new Rate by clicking +Default Rate. When finished, click Add Selected.
   7. To add Services, click Timesheet Tracking > Services
      💡 Services are going to track what our crews have completed on site. When they punch out of a job from their LMN crew app, the services that we add here will pop up, and they will have to select what services were done. If we set up our services as hourly, this will trigger an hourly invoice item to be created so that we can build this customer for the service that took place.
   8. Select a service that's already been created, or click +Service.
   9. Enter the total estimated number of visits for this service or leave it at 0, if you don't know how many estimated visits.
   10. ⚠️ Important: Choose the Invoice Type as Hourly, click OK
3. Turn on invoicing for this job: From the grey menu, click Invoicing > Invoice Activation
4. Click the Setup Job For Invoicing button (select the appropriate Sales tax, if applicable. No further action is needed - i.e no invoice schedule if billing is hourly)
    

Now that hourly billing has been enabled, staff in the field can trigger invoices through timesheet activity on the LMN Crew App.

1. Login to the LMN Crew App and track your hours on the job as shown below.           
2. Once the timesheet has been submitted, an entry will be added automatically under Invoices > Generate, reflecting the number of hours and the preselected labor rate

From this point, you can create an Invoice Run or Generate an Invoice

Video: Invoice Automation for Hourly Billing

To view a video tutorial about Invoicing Hourly, click HERE

Invoice Automation for Per Visit Billing

Per Visit billing is activated differently than Hourly billing.

1. Jobs > Jobs List
2. Click open the job
   In order to invoice your hourly job, make sure your job is set up with Tasks & Services.
   1. To set up Tasks, click Timesheet Tracking > Punch-in Tasks
      💡 This is what our crews are going to rack their time towards.
   2. Click open a Task or +Task
   3. To add Services, click Timesheet Tracking > Services
      💡 Services are going to track what our crews have completed on site. When they punch out of a job from their LMN crew app, the services that we add here will pop up, and they will have to select what services were done. If we set up our services as Per-Visit, this will trigger a Per-Visit invoice item to be created so that we can build this customer for the service that took place.
   4. Select a service that's already been created, or click +Service.
   5. Enter the total estimated number of visits for this service or leave it at 0, if you don't know how many estimated visits.
   6. ⚠️ Important: Set the Invoice Type as Per Visit
      • Enter Visit/Price
      • Choose to either Show or Hide your Visit dates on the customer facing invoice.
      • Check off if the service is Taxable or Flag for Review
        💡LMN always recommends flagging services for review so pricing can be double checked by admin.
   7. Click OK
3. Click Invoicing > Invoice Activation > Setup Job For Invoicing
4. Activate Per Visit billing. Click TimeSheet Tracking > Services
5. Click open a Service
6. Use the Invoice Type dropdown menu to select Billed Per Visit and choose to show or hide the Service Date. Click OK when finished.
   
7. Turn on invoicing for this job: From the grey menu, click Invoicing > Invoice Activation
8. Click the Setup Job For Invoicing button (select the appropriate Sales tax, if applicable. No further action is needed - i.e no invoice schedule if billing is hourly) 

Moving forward, Per Visit billing will be triggered similarly to "Hourly". As opposed to preselected hourly rates, work will be billed based on per visit price, which is tracked through timesheet activity. The invoice will be triggered once the foreman or crew lead checks off the service as "Complete" in the LMN Crew mobile APP:

Video: Invoice Automation for Per Visit Billing

To view a video tutorial about Invoicing Per Visit, click HERE

Need more help?  Contact our Support Team by email at lmn-support@granum.com, through Live Chat, or by phone at (888) 347-9864

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