Invoice & Estimate Label Management

Overview

Invoice and estimate labels provide critical context for billing, service details, and workflow management. While estimates and invoices maintain separate labels, they often use similar categories since they track related information throughout the service lifecycle.

Key Benefits:

  • Service Continuity - Labels carry forward from estimate to job to invoice

  • Billing Clarity - Instantly see warranty, overtime, or special terms

  • Approval Tracking - Monitor quote status and customer holds

  • Equipment Context - Know what's being serviced without opening details

Label Categories

These categories and labels are recommendations based on successful customer implementations. Adapt them to fit your business needs.

¹ Service Characteristics

Track billing impacts and service types:

  • ¹ Callback 🔁 — Return visit for previous work

  • ¹ COD 💸 — Cash on delivery required

  • ¹ In-Shop 🏗️ — Work performed at your facility

  • ¹ Install ⚡️ — New equipment installation

  • ¹ Overtime ⏱️ — After-hours service

  • ¹ Warranty 🛡️ — Covered under warranty

² Equipment Types

Identify what's being serviced:

  • ² Beverage ☕️ — Coffee, soda, beverage equipment

  • ² Cooking 🔥 — Ovens, ranges, grills

  • ² Dishwashing 🌀 — Dishwashers, disposal units

  • ² Food Prep 🥄 — Prep tables, slicers, mixers

  • ² Hold & Warm ♨️ — Warmers, heat lamps

  • ² HVAC 🔧 — Heating and cooling systems

  • ² Ice Machine 🧊 — Ice makers and bins

  • ² Refrigeration ❄️ — Coolers, freezers

³ Status & Holds

Track progress and approvals:

  • ³ Client Hold ⛔ — Customer-requested delay

  • ³ Quote Repairs 🛠️ — Needs repair approval

Common Workflows

Creating Estimates

From Service Call:

  1. Add relevant ² equipment type labels

  2. Include ¹ Warranty 🛡️ if potentially covered

  3. Apply ¹ Overtime ⏱️ for after-hours quotes

  4. Add ³ Quote Repairs 🛠️ if repairs need approval

For Installation:

  1. Mark with ¹ Install ⚡️

  2. Add all relevant ² equipment types

  3. Include ¹ In-Shop 🏗️ if pre-assembly needed

  4. Apply ³ Client Hold ⛔ if awaiting decisions

Managing Estimate Status

  1. Pending approval: Keep ³ Quote Repairs 🛠️ visible

  2. Customer delay: Add ³ Client Hold ⛔

  3. Approved: Remove hold labels and manually apply relevant labels when creating the job

  4. Follow up: Search by ³ labels to find pending quotes

Creating Invoices

From Completed Job:

  1. Verify ² equipment labels match work performed

  2. Confirm ¹ service characteristics are accurate

  3. Keep ¹ Warranty 🛡️ or ¹ Callback 🔁 for billing clarity

  4. Remove any ³ hold labels (unless billing-related)

Special Situations:

  1. Warranty work: Always include ¹ Warranty 🛡️ to explain zero/reduced charges

  2. Callbacks: Add ¹ Callback 🔁 to link to original work

  3. Multi-equipment: Include all relevant ² labels for transparency

Label Continuity. While labels don't sync between records, maintaining consistent labels tells a clear story. An estimate with ² Refrigeration ❄️ and ³ Quote Repairs 🛠️ becomes a job with the same equipment label (manually added), then an invoice showing what was serviced.

Labels Done Right (and Wrong)

✅ Do:

  • Keep equipment labels consistent from estimate → job → invoice

  • Use ¹ Warranty 🛡️ on all warranty-related documents

  • Apply ¹ COD 💸 based on client payment terms

  • Remove ³ hold labels once resolved

❌ Don't:

  • Mix warranty labels with full-price invoices

  • Leave ³ Quote Repairs 🛠️ on completed invoices

  • Forget equipment labels—customers need context

  • Change labels without reason between documents

Search & Reporting

Valuable Searches:

  • ³ Quote Repairs 🛠️ — Find all pending approvals

  • ¹ Warranty 🛡️ — Track warranty work volume

  • ¹ Callback 🔁 — Monitor service quality

  • ¹ COD 💸 — Identify cash collection needs

  • ³ Client Hold ⛔ — Follow up on delays

Questions? Need Training? Have Ideas?
Contact our support team at help@roopairs.com — we're here to help!

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