Billing Workflow
The Billing page in Pool Office Manager provides a centralized view of all services ready to be invoiced. This guide covers how to efficiently review billable services and create invoices for your customers.
Accessing the Billing Page
Navigate to Billing from the left sidebar menu. This page displays all completed services that are marked as billable but haven't yet been invoiced.
Understanding the Billing View
Services Grouped by Customer
Billable services are automatically grouped by customer, making it easy to see all outstanding work for each account. Each customer section shows:
- Customer name and contact information
- List of billable services with dates
- Service types performed
- Individual service amounts
- Total billable amount per customer
Status Badges
Services display status badges indicating their invoice destination:
- QBO - QuickBooks Online invoice
- QBD - QuickBooks Desktop invoice
- Local - POM local invoice
- Unbillable - Service marked as not billable
Filtering Billable Services
Use the filter options to narrow down the services displayed:
Date Range
Select a specific date range to view services completed during that period. This helps you focus on recent work or review older unbilled services.
Billing Status
Filter by invoice type (Local, QuickBooks) or view unbilled services only.
Service Type
Filter by specific service types to bill for particular categories of work.
Tags
Use customer tags to filter services for specific customer groups.
Workers
View services performed by specific technicians.
Creating Invoices from Billing
Individual Invoice Creation
1. Locate the customer in the billing list
2. Review the billable services displayed
3. Click Create Invoice for that customer
4. The invoice will be pre-populated with all billable service details
5. Review and adjust line items if needed
6. Set the invoice date and due date
7. Save or send the invoice
Bulk Invoice Creation
For multiple customers:
1. Use filters to select the services you want to bill
2. Select multiple customers using checkboxes
3. Click Create Invoices to generate invoices for all selected customers
4. Each customer receives a separate invoice with their services
Best Practices
Regular Billing Reviews
- Review the Billing page weekly to ensure timely invoicing
- Don't let unbilled services accumulate for extended periods
- Use date range filters to catch any missed billing
Before Creating Invoices
- Verify all service details are correct
- Check that pricing matches customer agreements
- Confirm inventory items used are properly recorded
- Review service notes for any special billing instructions
QuickBooks Integration
If using QuickBooks integration:
- Ensure your QuickBooks connection is active
- Invoices created as QBO/QBD type will sync automatically
- Monitor the sync status for any errors
Troubleshooting
Services Not Appearing
- Verify the service was marked as "Billable" when completed
- Check the date range filter settings
- Ensure the service isn't already invoiced
Incorrect Amounts
- Review the Service Type pricing settings
- Check customer-specific pricing in their profile
- Verify inventory item prices
Related Articles
- Creating Invoices
- QuickBooks Integration
- Stripe Integration
- Setting Up Service Types