Add Work Ticket Images to Invoices

Overview

This article explains how to add images from work ticket visit notes to invoices. When you finish these steps, you’ll be able to add images from work ticket visit notes to invoices without also adding the note text.

Things to know

• Adding work ticket visit note images to invoices without the note text uses a different set of placeholders in Web Report Designer invoice templates.

• There are two invoice template placeholders for work ticket images:

  • InvoiceOpportunityServiceWorkTicketAndVisitNoteAttachments shows selected work ticket images grouped with their associated services.

  • InvoiceWorkTicketAndVisitNoteAttachments shows all selected work ticket images for all invoiced services in one column.

• Fixed Price on Payment Schedule and Fixed Price Open Billing invoice types don’t support work ticket images.

• To show work ticket images on Fixed Payment Contract invoices, the Link Completed Tickets to Invoice box must be checked when completing the estimate.

Requirements

• To edit templates in Web Report Designer, you need the System Admin permission added to your user role.

• To access work tickets and choose images for inclusion in invoices, you need the Full Access to Schedule Board permission added to your user role.

• To access invoices and add images to them, you need the View Invoices permission added to your user role.

Steps

Add placeholders to invoice templates in Web Report Designer

Before work ticket visit note images can appear in invoices without the note text, you need to add specific fields to your invoice templates in Web Report Designer. We can do this for you! Have your company’s Power User contact Support to get started. After we’ve edited the template for you, continue with the instructions in the next section.

If you want to edit the layout yourself, follow these steps:

1. Go to Administration > Application > Web Report Designer.

2. Find and select one or more Invoice type templates, then select Open.

3. In Web Report Designer, select Fields.

4. Expand the mdInvoice category.

5. Expand the spReportInvoice category.
   

6. Scroll down and drag either of the fields below into the invoice. There are two fields for work ticket images:

   1. InvoiceOpportunityServiceWorkTicketAndVisitNoteAttachments - Shows selected work ticket images with their associated services when positioned in the Group Header section under the InvoiceOpportunityServiceDescription.

   2. InvoiceWorkTicketAndVisitNoteAttachments - Shows all selected work ticket images for all invoiced services in one column. This field should be placed in the Footer section.
      
      

      Caution:

      The image above is only meant to show where each placeholder should go. Only use one placeholder per template.

7. Make any other necessary adjustments, then select Menu > Save to finalize the layout.

Read our article about Web Report Designer for more information about editing templates and building reports.

Make work ticket images available for invoices

Now that the invoice template is configured to show work ticket images, you can choose which images should be available on customer invoices. You can do this when editing a visit or when viewing a ticket.

Note:

Marking visit note images as available from a work ticket doesn’t automatically add the images to an associated invoice. You must select specific images from the invoice.

Add images from a visit

1. Go to the Scheduling module.

2. Select a visit.

3. In the panel that displays, select the three-dot icon.

4. Select Edit Visit.
   

5. On the Visit page under Visit Notes, select the Image available on invoice box next to a visit note with images. Repeat for each note that has images you want to include on the invoice.

6. Select Save when you’re done.

   

Now you can add images to invoices.

Add images from a work ticket

1. Go to the Work Tickets module.

2. Select a Work Ticket.

3. In the work ticket under Visit Notes, select the “Image available on invoice” box next to a visit note. Repeat for each note that has images you want to include on the invoice.

4. Select Save when you’re done.

   

Add images to invoices

Now that you’ve made visit note images available, you can select which specific images should appear on an invoice.

1. Go to the Invoicing module. If you haven’t already created an invoice for the work ticket, create it now.

2. Select the Invoices tab.

3. Select the invoice you want to add work ticket images to.

4. On the invoice detail page below the notes section, select Manage next to the Images Included on Invoice heading.
   

5. A side panel displays showing all the photos currently included on the invoice. Select the Add Images button to add photos to the invoice.
   

6. In the Manage Work Ticket Images window that appears, check the box next to any image you want included on the invoice. Use the search bar to quickly find specific images. Select the three-dot icon next to an image to preview or download it.

   Note:

   Only images marked as “Image available on invoice” on a related work ticket or visit appear in this window.

   

7. When you’re done selecting images, select the Save button.

The images you selected will now appear in the Images Included on Invoice panel. Select Remove next to an image to exclude it from the invoice. Select Add Images to add more work ticket images to the invoice.

Expected results

When your customer receives their invoice, the images you selected appear in the appropriate section of the invoice.