Invoicing work associated with a work order

In this example the work is being invoiced once it has been completed and is associated with a work order. One time invoices do not need to have a work order to be able to completed or invoiced. This type of work will likely have been scheduled through the calendar feature but could also be from a route. The idea is to focus on invoicing when a work order is involved.

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Click on the service you would like to invoice. This can also be found through the client file (or if you have put it on a route vs the calendar)

You will likely want to review the hours associated with the work first. Scroll down to "Time Tracking" and click on "View details"

Note: there has been an update from December 2025 that allows you to sync the time tracking with the labour in a work order. You can still verify the time checking as is shown in the above and below step. Resource guide to follow shortly to enable this feature. Feel free to reach out to your EXT customer service rep in the meantime for support.

You can export the information which will make it easier to see at the same time as viewing the work order in the next steps. Click "Export" A new tab will open and the document will be downloaded. Click on the newly downloaded document to see it.

Click "Estimate INV-01166"

Click "Work Order"

You will want to change the work order from scheduled to complete. Click "Scheduled"

Click the down arrow for the drop down menu.

Select "Complete"

Click "Update Status"

Scroll down to see the work order details, including the estimated and actual quantities.

When you scroll towards the bottom you will see the history of all the actuals that have been logged.

To add additional labour and/or materials click "Log Actuals"

Click in the column under 'add actuals' for the labour and/or material that you want to increase or decrease.

Enter the number to add. If you want to decrease type a "-" symbol before the number.

Click on the down arrow to access the different sections within the work order.

Choose the section you would like to adjust.

Repeat adding (or subtracting) items as required.

Make sure you click outside of the box of the "add actuals" before clicking "Log Actuals"

Notice that the history now has updated with what you have just entered.

Scroll to the top of the page to see the comparison between the "work order estimated", "customer quote" and the "work order actuals".

Click on "Summary"

View details of the work order summary and analyze how well the job went.

Click "Show" to go back to the previous screen.

Once the work order is reconciled. Click "Edit Estimate" to adjust and/or confirm the estimate and create the invoice.

If the estimate is on the board, you may need to update this as well. You can do this at this stage or a later stage. Click on the down arrow, under status, to change the location of the estimate on the board.

Select the new status for the estimate.

As you scroll towards the estimate/quote area of the estimate you will scroll past the work order area. You will notice that the based on previous actions the work order status is "complete". If this has not been changed yet, you can do so now.

Assess the estimate and make adjustments as necessary. You can change existing service lines in the description or the cost. You can also add or remove service line items if required.

Once you have made the required changes click "Save"

Be sure to set all the services on the estimate to completed. You can do this by scrolling to the top of the page where the services are listed and clicking "Set complete" for each service line.

You will also need to deactivate the services so they are no longer 'active' services in the system. Click on the service line item.

Click "Deactivate"

Click "Confirm"

Repeat these steps for all service line items.

Once this is done we can now create the invoice. Click "Create invoice"

Click the top checkbox to select all the services.

Click "Create invoice"

You can add additional services to the invoice. Click "service" and choose the service(s) you would like to add. Adjust any wording or pricing as required.

You can add any additional files or pictures you would like to the invoice. Click "+" or in this area to add files/pictures.

Click "Save"

You can enter in a payment at this time, if required or needed.

Payments can be entered at a later time as well. See "Entering payments" in resources.

Click "Email Invoice to customer"

Click "Confirm"

Go back to the main client file, click "Cedar, Sabrina"

You can view all invoices in the main client file. You can also enter a payment for any invoice from this view - see 'Entering payments' guide.