Submitting an Individual Invoice for a Job

Submitting an Individual Invoice for a Job


Info
This article is part of the Invoices section.
Find all related articles here:

Introduction

On completion of a job, you will be ready to submit an invoice to a property management company for the work you have completed.

This article will outline the steps for you to submit a single invoice for an individual job on the web portal and also on the app.

If you would like to find out about uploading invoices in bulk, please see the articles linked below.

Opening an Individual Job

To start with submitting an individual invoice, you will need to open the job on either the web portal or the app.
The Introduction to Jobs and Accessing your Work Instructions article will take you through the steps to open an individual job.

Submitting an Invoice on the Web Portal

When you are ready to submit an individual invoice for a job there are two options:
  1. You can either upload your own invoice file, or
  2. You can create an invoice to submit directly from Blockworx itself.

Submitting Your Own Invoice File on the Web Portal

To upload your own invoice file, follow the steps below:
  1. Inside an individual job in the web portal, scroll down to the Your Invoice Details section at the bottom of the screen.

  2. Click on the orange Attach your Invoice File button.
    The screen will change and provide you with a shaded area to enable you to upload your invoice file.

  3. Click on the link in the shaded area to browse for and select your invoice file or drag and drop your invoice onto the shaded area.

    1. Blockworx will use the Assisted Invoice tool to pick up the detail from your uploaded invoice.

    2. The screen will change to display the data it has managed to pick up from the invoice in the Your Invoice Details section on the left of the screen with the data it has picked up from your invoice.

    3. You'll see a Preview of the invoice you uploaded on the right of the screen.

    4. The data on the left of the screen is the data Blockworx is going to send through to the property management company when you click to submit your invoice.

    5. The fields have been highlighted in the screenshot below to demonstrate where the details have been picked up from the invoice.



  4. Compare the data Blockworx has read from your invoice on the left with the preview of your invoice on the right and check that you are happy with the details Blockworx has picked up.

    1. You can edit any of the fields on the left if these are not correct or if information Blockworx requires is missing.

    2. There is an option to click on the green Save for Later button if you want to save your invoice details and return to submit it later.

  5. When you are ready to submit your invoice, click on the orange Save & Submit button.
    1. Your invoice will be submitted to the property management company for payment and the status of the job will be updated to Invoice Submitted.

Submitting a Blockworx Created Invoice File on the Web Portal

Alternatively, you can choose to have Blockworx create an invoice for you to upload with information that you provide.

To do this follow the steps below:
  1. Inside an individual job in the web portal, scroll down to the Your Invoice Details section at the bottom of the screen.

  2. Click on the orange Create Your Invoice button.
    The Your Invoice Details section will expand to display the boxes you need to add the relevant information to before your invoice can be created.

  3. Add the dates for your Arrival On-Site and your Job Completed.

    1. You don't need to add the times but you can add these if you wish.

    2. Clicking on the calendar symbol in the date boxes will allow you to select the dates from a calendar view.

  4. If you would like to add a From and To date for the period of your work, tick in the Tick here if this invoice covers a specific period box and you will be able to select dates.

    1. Most property managers would consider that reactive works would have a single date for the purposes of them charging out the invoice to their clients.

  5. If you have set up to use managed invoice numbers for your Blockworx created invoices in the Invoice Settings tab in the Admin section of Blockworx then you won't need to add an Invoice Number into this field.

    1. If you have set them up but wish to over-ride them, you can add your own invoice number by placing a tick in the Tick here to enter your own invoice number box and then entering the number you would like to use.

You can then begin to add the line item and amounts information for your invoice.

  1. Add a Description for an item within your invoice by typing it into the box.

  2. Type in the Goods amount for the item and then hover over the VAT box and select the appropriate rate.

    1. Blockworx will calculate the correct VAT amount and enter this into the box.

  3. If you have additional line items you need to add to your invoice, then you can click on the orange Add New Item button and repeat the process outlined above.

  4. If you change your mind and decide to delete a line item, you can do this by clicking on the red delete button at the right of the line.

  5. Based on the amounts you have added against your line items, Blockworx will automatically calculate the Total Goods, Total VAT and Invoice Total in the section below.



  6. If you are ready to submit your invoice, click on the orange Save and Submit button and your invoice will be sent through to the property management company.

    1. If you are not ready to send it, you can click on the green Save for later button and return to submit this later.

  7. Blockworx will generate your invoice and confirm when this is completed.

    1. Blockworx will create a PDF of your quotation. You can click on the orange Download Invoice button if you would like to download it.
    2. If you have uploaded a company logo onto Blockworx then this will appear in the top-right of the invoice you have created.

The Status of your job will now appear as Invoice Submitted. The property management company will have received your invoice into their system.

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If you would like to have your company logo appear on a Blockworx created invoice but haven’t added this yet, the Uploading Your Company Logo article will guide you through this process.

If you would like to use Managed Invoice Numbers mentioned above, this article will take you through the steps involved in doing this.

Submitting an Invoice on the App

If you would like to submit an invoice on the app, there are also two options:
  1. You can either upload your own invoice file, or
  2. You can create an invoice to submit directly from the Blockworx app itself.


Submitting Your Own Invoice File on the App

If you would like to submit an invoice file in response to a job on the app instead of the web portal, follow the instructions below.
  1. In the list of your jobs, tap to enter the individual job you would like to submit an invoice for.

  2. Tap on the Invoice icon which will appear at either the top or the bottom of the screen (depending on what kind of device you are using).



  3. This will open the Invoice Details screen for the job. Tap on the Attach Your Invoice File button.

  4. You will be offered the option to take a new photo of an invoice or to pick an existing photo from your device. Tap on the option you would like to use.

  5. Blockworx will prompt you to allow access to your camera or images. Tap to enable this.

  6. Select an existing image on your device or take a photo to upload and this will be displayed on the Invoice Details screen on your app.

  7. Make sure the Arrival and Completed Date fields contain the correct dates.

    1. They will default to today's date but you can edit this to change it if you wish by tapping on the date and choosing another date from the calendar picker.

  8. Tap into the Goods box to add a Goods amount.

  9. Tap into the VAT box and select the VAT rate you wish to use.

    1. When you have selected this, Blockworx will calculate the VAT and Total amounts based on your Goods value and the VAT rate.

  10. If you would like to add a From and To date for the period of your work, tap the Tick here if this invoice covers a specific period option and you will be able to select dates.

    1. Most property managers would consider that reactive works would have a single date for the purposes of them charging out the invoice to their clients.

    2. If you don't wish to add from and to dates then don't tap to select this option.

  11. If you have set up to use managed invoice numbers for your Blockworx created invoices in the Invoice Settings tab in the Admin section of Blockworx  then a unique invoice number following your settings will be applied against your invoice.

    1. If you have set them up but wish to over-ride them, you can add your own invoice number by tapping to place a tick in the Tick here to enter your own invoice number box and then entering the number you would like to use.

    2. There is information provided above if you would like to access the article to guide you through the process of setting up Managed Invoice Numbers in Blockworx.

  12. If you are ready to submit your invoice, tap on the orange SAVE & SUBMIT button and your invoice will be sent through to the property management company. If you are not ready to send it, you can click on the orange SAVE FOR LATER button and return to submit this later.

  13. If you have chosen to submit it, you will see a message on screen letting you know that your invoice has been submitted and the SAVE & SUBMIT and SAVE FOR LATER buttons will no longer appear.


Submitting a Blockworx Created Invoice File on the App

Alternatively, you can choose to have the Blockworx App create an invoice to be sent through to the property management company using information you provide.
The steps below will guide you through this process:
  1. In the list of your jobs, tap to select the individual job you would like to generate an invoice for.

  2. With the correct job opened, tap on the Invoice icon which will appear at either the top or the bottom of the screen (depending on what kind of device you are using).

  3. This will open the Invoice Details screen for the job. Tap on the Create Your Invoice button.

  4. Blockworx will add today's date into both the Arrival Date and the Completed Date boxes.

    1. If you wish to change the dates you can do this by tapping on the date and choosing another date from the calendar picker.

    2. You don't have to add times unless you would like to.

  5. Next, click on the Add Item option to get started with adding the line item(s) you want to list in the invoice.

  6. Tap into the Goods box to add a Goods amount for this line item.

  7. Tap into the VAT box and select the VAT rate you wish to use.

    1. When you have selected this, Blockworx will calculate the VAT and Total amounts based on your Goods value and the VAT rate.

  8. If you want to add further line items to your invoice, you can repeat the steps above.

    1. As you are adding line items you will note that Blockworx will automatically update the invoice totals.

    2. If you have added a line item incorrectly, you can remove this by clicking on the red cross to the right-hand side of your line item.



  9. If you would like to add a From and To date for the period of your work, tap the Tick here if this invoice covers a specific period option and you will be able to select dates.

    1. Most property managers would consider that reactive works would have a single date for the purposes of them charging out the invoice to their clients.

    2. If you don't wish to add from and to dates then don't tap to select this option.

  10. If you have set up to use managed invoice numbers for your Blockworx created invoices in Invoice Settings in the Admin section of Blockworx then a unique invoice number following your settings will be applied against your invoice.

    1. If you have set them up but wish to over-ride them, you can add your own invoice number by tapping to place a tick in the Tick here to enter your own invoice number box and then entering the number you would like to use.

    2. There is information provided above if you would like to access the article to guide you through the process of setting up Managed Invoice Numbers in Blockworx.

  11. If you are ready to submit your invoice, tap on the orange SAVE & SUBMIT button and your invoice will be sent through to the property management company.

    1. If you are not ready to send it, you can click on the orange SAVE FOR LATER button and return to submit this later.

  12. If you have chosen to submit it, you will see a message on screen letting you know that your invoice has been submitted and the SAVE & SUBMIT and SAVE FOR LATER buttons will no longer appear.

Info
The Sending and Receiving Comments in Blockworx article provides additional information about how to use the Comments feature within a Job on both the web portal and the app.

Alert
Please note that you will have to set up a Blockworx Subscription to be able to receive quote requests and submit your quotations. This article will guide you through the process of setting up a Blockworx Subscription.

You will only be able to receive quote requests from property management companies you are already linked with on Blockworx. This article will take you through the process of linking to a property management company.


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