Billing and payments

Bill the work the customer accepted

Create the service invoice from the completed visit’s accepted parts and labor. Each source item contributes once. Customer price snapshots protect the finished job from later catalogue edits, while configured discounts, travel charges and tax retain their own meaning. Tax is added once to the invoice total rather than appearing both in a line and in the header calculation.

The local invoice is a service billing record. The connected accounts-receivable system remains the authority for its posted receivable. Sending a request therefore does not immediately mean that AR has accepted it. Operations Manager can see pending, failed and uncertain handoffs and reconcile them using their original request identity.

Distinguish a request from collection

A technician can request on-site payment through the configured payment service. The visible result distinguishes an intent, authorization, confirmed capture and an unknown response. Only verified collection counts toward the amount paid. A device returning from poor connectivity must check the original payment request before trying again; a second button press is not a reason to create another charge.

Cash, check and card receipts follow the configured evidence and acknowledgment rules. An unconfirmed check is not treated as cleared money. Sensitive card data belongs in the payment service, never in field notes, photos or offline event payloads. Reconciliation references remain limited to authorized back-office roles.

Preserve the billing trail after corrections

A refund reduces confirmed net collection. If it leaves a receivable outstanding, the AR reconciliation reflects that consequence. Corrected service work uses an explicit credit or replacement process linked to the frozen billing revision. The original signed work and posted billing history remain available, so a dispute can be investigated without reconstructing what a mutable invoice used to contain.

How the work moves

Reconcile service billing. Generate one frozen Invoices billing revision from signed service work. Each parts or labor source appears once, signed discounts reduce subtotal, and configured effective tax is added exactly once in TaxAmount. A durable SyncRequestKey sends the invoice to AR. Pending or Unknown remains unsynced; correlated success sets ExternalInvoiceRef and ARSyncedAt. Link already captured payments to the same call/customer invoice, reconcile net acknowledged refunds, and show external discrepancies without creating a second invoice or charge.

Review the exception

A payment may be captured before the final invoice handoff completes. Link it to the same call and customer, then reconcile it with the acknowledged AR invoice instead of charging again. Unknown processor or AR outcomes remain visible until investigated through their original keys and references. Reporting separates those exceptions from recognized service revenue and confirmed collections. If the payment-on-completion requirement cannot be satisfied, the visit stays open unless an independent Operations Manager approves the exact unpaid amount under a published credit-policy revision. That decision retains the signed call scope and payment terms; it leaves an outstanding receivable and never labels the visit paid. Tax configuration and effective rule versions must be supplied for the relevant customer locations before posting; the system does not invent a rate from a state abbreviation.