Case workflow
The monthly invoicing round-up
Outstanding jobs, approved expenses, invoices, credit notes, payments and the accountant's export.
The situation
Month-end arrives with a pile of completed jobs, a spreadsheet of expenses and three payments that nobody has allocated. The accountant asks for the outstanding list and the office starts from scratch.
The workflow
Review the jobs
Filter completed work and check the evidence and sign-off.
Approve the expenses
Clear the approval queue and reject anything that needs a reason.
Raise the invoices
Convert accepted quotes or create invoices from the completed jobs.
Record the payments
Allocate each payment and check the remaining balance.
Export for the accountant
Run the receivables and expense reports and export CSV.
Features used
Reports
Expenses and receipt OCR
Invoicing
Payments
Customer portal
What happened
The useful part of month-end is not the invoice PDF. It is the list of jobs that are complete but not invoiced, the expenses that are waiting for a decision, and the payments that have cleared but are not allocated. FieldElite puts those three lists in front of the office before the accountant asks for them. The credit note and the payment are linked to the original invoice, so the balance is not rebuilt by hand.
Walk through this with your team
Book a demo and we will use your sites, jobs and paperwork.
Book a demoMore from the field
A job loses context every time it changes hands. Here is how one connected record covers the customer, the site, the engineer, the evidence and the invoice — with a walk through the FieldElite demo workspace.
Most of the expense admin is not the approval. It is finding the receipt, reading it and retyping the same totals. OCR removes the retyping, but only if a person still checks the result.
A leak at a managed site becomes a scheduled job, a signed RAMS, photo evidence, an OCR receipt and a paid invoice.