Workflow guide, Service and maintenance
How to invoice a completed service job from the service report
- Author
- PureField
- Published
- Updated
To invoice completed service work quickly, create the invoice from the finished service report instead of retyping it. The report already holds the labor, parts, customer and equipment details, so the invoice draft starts with the right lines. This guide covers required fields, line items, e-invoice or e-archive choice and corrections.
When to invoice a service job
A service invoice bills the labor and parts used on a completed job. Most teams invoice after the technician finishes the work and the service report is approved, because the invoice lines come from that report. When you invoice depends on your internal approval steps and contract terms. Check your local invoicing rules with your accountant before you set a timing policy.
What the service report needs before you invoice
These details make the invoice faster to prepare:
- Customer tax number on the customer card
- Job date, work performed and parts used, each on its own line
- Equipment, serial number and measurement readings
- Customer signature and technician approval
When these details are in the report, the invoice is built from it rather than rewritten.
Required invoice fields
Required fields depend on your country and invoice type. The table lists fields that are common on service invoices.
| Field | Why it matters | Where it comes from |
|---|---|---|
| Seller and buyer details | Identifies both parties | Company profile, customer card |
| Tax number | Matches the invoice to the buyer record | Customer card |
| Invoice number and issue date | Tracking and ordering | Invoice module |
| Line item, unit, quantity, unit price | Price of labor and parts | Service report |
| VAT rate and amount | Tax calculation | Line item and tax rules |
| Currency and exchange rate with its date | Foreign currency jobs | Official rate source, confirmed before issue |
Confirm the current list with your accountant or tax authority.
Labor, parts and VAT as separate lines
Write labor and parts as separate line items, and set the VAT rate on each line as your tax rules require.
- Labor hours
- Replaced parts
- Consumables
- Transport
If a repair is covered by warranty, show the billable lines separately and confirm the treatment with your accountant. For foreign currency jobs, record the exchange rate and its date on the invoice.
E-invoice or e-archive: which one to issue
The choice depends on whether the buyer is registered for e-invoicing. In Turkey, check the buyer's status in the official registry before you issue the invoice. Outside Turkey, follow the e-invoicing rules that apply in your country.
| Buyer status | Invoice type | Delivery |
|---|---|---|
| Registered e-invoice taxpayer | e-Fatura | Sent to the buyer's registered e-invoice inbox |
| Not registered for e-invoicing | e-Arşiv | Sent electronically to the buyer and archived |
Thresholds and transition dates change. Confirm them with the official source before you rely on them.
Invoicing a completed service report in PureField
In the invoice module, choose the completed service report as the source. The invoice lines come from the report.
- Open the completed service report
- Create the invoice from the report in the invoice module
- Check the customer tax number, lines and VAT
- Approve the invoice
The Service Billing digital employee tracks completed reports and prepares invoice drafts. It suggests the draft, and you approve it. With the Aposkal integration, outgoing invoices are sent from PureField. Incoming e-invoices are previewed and imported, and each one is imported once.
Tracking collections and payments
Aposkal syncs payment and bank documents into PureField. The customer card shows the accounting balance, so open amounts are visible before new service work is scheduled.
Correcting an incorrect invoice
Corrections follow the cancellation and reissue steps set by the tax authority in your country. After the correction, notify the customer so both records show the same amount. Keep the correction trail with the original service report. Retention periods and archive duties depend on local law, so confirm them with your accountant.
Evidence
- Live feature
- Invoices can be created from a completed service report. The invoice module accepts the service report as its source.
- Aposkal integration
- Outgoing invoices are sent, incoming e-invoices are previewed and imported once each, and payment and bank documents are synced.
- Service Billing digital employee
- Tracks completed service reports and prepares invoice drafts. The user approves each draft.
- Customer matching
- Aposkal customer matching requires the customer's tax number.
- Tax rules
- E-invoice, e-archive, tax number and VAT rules come from the official tax authority sources in each country. Current thresholds and dates are confirmed at the source.
Book a demo to see how a completed service report becomes an invoice in PureField. Book a demo
Frequently asked questions
How do I invoice a completed service job?
Complete the service report, check the customer tax number and line items, then create the invoice in the invoice module with the service report as the source. Choose the invoice type based on the buyer's e-invoice status, then approve and send it.
Which fields are required on a service invoice?
Seller and buyer details, tax number, invoice number, issue date, line items with unit and quantity, and the VAT rate and amount are the usual required fields. For foreign currency jobs, add the exchange rate and its date. Confirm the current list with your accountant or tax authority.
What is the difference between an e-invoice and an e-archive invoice?
An e-invoice is used when the buyer is registered for e-invoicing and is delivered to the buyer's inbox. An e-archive invoice is used for buyers who are not registered for e-invoicing. It is delivered electronically and archived.
How do I correct an invoice that contains an error?
Follow the cancellation and correction steps set by your tax authority, then notify the customer so both sides show the same amount.
Why does the customer need a tax number?
The tax number links the invoice to the correct customer record. Aposkal also uses it for customer matching, so invoices and customer records stay aligned.