Split invoicing allows you to divide various parts or charges on a job into separate invoices for different customers. This is particularly useful for insurance jobs where part of the charges need to be invoiced to the insurance company and part to the customer (e.g., the excess charge and anything not covered by the insurance company).
Steps to Create a Split Invoice
📝Note: Jobs cannot be split into separate invoices after you have already generated the invoice
Complete Job Postings: Ensure you have finished adding all required postings (labour, parts, etc.) to the job.
Access Split Invoice Option: Instead of the usual process of clicking Generate Invoice, mouse-over the Invoice button and select the option Split.
Define Split Invoice Details:
The Split screen will open, displaying all services on the job, along with the parts and labour for each service.
The top row will show the name of the customer the job was created for.
Click the + icon beside the original customers name to select the additional customer you will be splitting the charges of this invoice to.
A popup will appear where you can select the additional customer and add a unique reference for the invoice.
An Excess field will also appear where you can add the excess charge for this customer. If this customer is the one to have the excess removed (usually the insurance company), click the + icon to change it to a – icon. The opposite charge will automatically be applied to the original customer.
📝 Note: If you need to add/edit a reference number, excess, or change the customer, you can click the edit button beside each customers name in the top row of the split invoice screen, immediately below the Edit View/Preview buttons.
Allocate Charges:
After adding the additional customer, a new column will appear on the right for each customer. Initially, all charges will be allocated to the original customer.
Click the radio button next to any line/charge to reallocate it to the second customer.
Save Draft Option:
You also have the option to Save Draft of the split, which will return you to the Job screen. You can continue to edit the job after doing this. It is important to be mindful of checking that any newly added postings on the invoice are allocated to the correct customer.
Review and Generate Invoices:
At the bottom of the screen, you will see the subtotal, freight, discount, and excess charges for each customer.
Use the toggle at the top to switch between Edit View and Preview. The Preview mode shows a preview of the two invoices based on the selected charges.
When satisfied, click Generate Invoices to create the two invoices.
Editing Split Invoices
Once you have generated split invoices, you can return to them from the Invoice List to make further changes, provided no payments have been entered for the invoices yet.
Access Manage Invoices:
From the Invoice List, click the Manage Invoices button in the bottom right. This will return you to the Split screen in the edit view.
Make Changes:
Continue to make changes to the invoices as needed. Ensure any newly added postings are allocated to the correct customer.
Update Invoices:
After making changes, click the Update button at the bottom of the screen to apply the changes.
If you had already sent invoices to the customer, you will likely want to resend them along with an explanation of the changes made.