Quote and Bill a Field Service Job

Use this guide to agree field service charges before work begins, record completed work, and create a draft Sales Invoice from the approved agreement.

This workflow supports three billing methods:

Billing method

Use it when

What the invoice uses

Fixed Price

The customer agrees to one price for the quoted work

The approved quotation quantities and rates

Time and Materials

The customer pays for the actual labour and parts used

Actual billable quantities recorded on submitted Field Visits, at approved quotation rates

Mixed

Some work is fixed price and other work is charged from actual use

The Service Billing Basis on each quotation item

Before you start

Confirm that:

  • You have access to Field Service Jobs, Quotations, and Sales Invoices.

  • The Customer, service address, and service contact are set up.

  • The items and units of measure that you will quote are available.

  • The Field Service Job is saved and is not Closed or Cancelled.

  • Is Billable is selected on the Field Service Job.

  • Technicians know which time and parts must be recorded on each Field Visit.

Open the Field Service workspace

Open Field Service from the NexWave workspace. Use Field Service Jobs to manage the customer work order, and use Field Visits to schedule and record technician appointments.

Field Service workspace overview

Field Service workspace overview


1. Create the quotation

  1. Open the saved Field Service Job.

  2. Check Company, Customer, Service Site Address, and Service Contact.

  3. Select Create > Quotation.

Create a Quotation from the Field Service Job

Create a Quotation from the Field Service Job


  1. On the new Quotation, select the required Service Billing Type:

    • Fixed Price

    • Time and Materials

    • Mixed

  2. Add the approved service items, quantities, units of measure, and rates.

  3. If you selected Mixed, set Service Billing Basis on every item:

    • Select Fixed Price when the approved quantity and rate must be invoiced.

    • Select Actual when the invoice quantity must come from submitted Field Visit time or parts.

  4. Review taxes, terms, and the quotation total.

  5. Save and submit the Quotation.

Select the Service Billing Type and confirm the booking status

Select the Service Billing Type and confirm the booking status


The Quotation is linked to the Field Service Job. This link is used when NexWave prepares the billing review.

2. Send the quote and record acceptance

You can provide the quote package to the customer from the submitted Quotation:

  • Select Output > Quote Package PDF to download it.

  • Select Output > Email Quote Package to send it.

Download or email the quote package

Download or email the quote package


If the customer accepts through the customer portal, NexWave records the acceptance. If the customer accepts by phone, email, or another method, record it from the Quotation:

  1. Select Quote > Mark Field Service Quote Accepted.

  2. Enter Accepted By.

  3. Add an Acceptance Note that states how the customer accepted the quote.

  4. To book the first visit now, enter Visit Date and Visit Time. Leave Visit Date blank if scheduling will happen later.

  5. Select Mark Accepted.

Record the customer acceptance details

Record the customer acceptance details


Confirm that Field Service Booking Status is Accepted and that the Quotation is linked to the correct Field Service Job.

3. Schedule and record the work

Create or open the Field Visit for each technician appointment. Check Assigned Technician, Scheduled Date, Scheduled Time, and Scheduled Duration (Mins).

During and after the visit, record:

  • Work Done

  • Time Logs

  • Parts

  • Completion Signature and Signed By Name, when required

  • Follow Up Required, when more work is needed

Record completed work and any required follow-up

Record completed work and any required follow-up


Record actual work for all billing methods. The service history still needs complete time and parts records when the customer is paying a fixed price.

Before you submit a Field Visit:

  • Stop any running technician timers.

  • Check that time and parts use the same item and unit of measure as the approved quotation when they will be billed as actual work.

  • Clear Is Billable on time or parts that are already included in a fixed-price charge. This prevents the same work from being charged twice.

  • Confirm that the work notes and customer sign-off are complete.

Record parts and technician time on the Field Visit

Record parts and technician time on the Field Visit


Submit each completed Field Visit.

4. Approve extra work with a variation

Use a variation when the customer approves work that is outside the accepted base quote.

  1. Open the accepted base Quotation.

  2. Select Create > Variation.

Create a variation from the accepted base quotation

Create a variation from the accepted base quotation


  1. Add only the additional or changed work.

  2. Check Service Billing Type and, for Mixed billing, Service Billing Basis on each item.

  3. Review the currency, taxes, terms, quantities, and rates.

  4. Save and submit the variation.

  5. Record customer acceptance in the same way as the base quote.

A variation remains linked to the same Field Service Job. It does not create another Field Visit. All pending variations must be accepted or declined before the job can be invoiced.

5. Complete the Field Service Job

When all work is finished:

  1. Confirm that all Field Visits are submitted or cancelled.

  2. Resolve any visit marked Follow Up Required.

  3. Open the Field Service Job.

  4. Select Actions > Complete Job.

For a billable job, NexWave makes the job available for invoicing when the completion checks pass. The job must be Completed or Ready To Invoice before you create the Sales Invoice.

6. Review and create the Sales Invoice

  1. Open the completed Field Service Job.

  2. Select Create > Sales Invoice.

Create the Sales Invoice from a completed Field Service Job

Create the Sales Invoice from a completed Field Service Job


  1. In Review Approved Quote Billing, compare:

    • Proposed charges against the accepted base quote and accepted variations.

    • Actual work recorded against the submitted Field Visits.

    • The Total before tax against the expected billing amount.

  2. Resolve every error shown in the review. NexWave will not create the invoice while the review has an error.

  3. Select Create Sales Invoice.

  4. On the draft Sales Invoice, check the customer, dates, taxes, quantities, rates, and source links.

  5. Submit the Sales Invoice through your normal approval process.

NexWave uses the approved quotation rates for actual-basis work. It does not use a new selling price at invoice time. When an active invoice already exists for the job, NexWave opens that invoice instead of creating a duplicate.

Confirmation checks

Before you finish, confirm that:

  • The base Quotation has Field Service Booking Status set to Accepted.

  • Every approved variation is accepted and every unused variation is declined or cancelled.

  • All Field Visits are submitted or cancelled.

  • Time and parts that are billed as actual work match an approved item and unit of measure.

  • Work included in a fixed-price charge is not also marked billable on the Field Visit.

  • The draft Sales Invoice contains the expected quotation, job, and visit source links.

  • The Sales Invoice total and taxes are correct before submission.

  • The Field Service Job is Closed after the invoice is created.

Correct an accepted quote or invoice

Accepted pricing is treated as the customer's approval record. Do not edit it directly.

  • To change accepted pricing, cancel and amend the Quotation, then obtain fresh acceptance.

  • If accepted variations exist, correct or cancel them before you cancel the base Quotation.

  • If a Sales Invoice is linked, correct or cancel the invoice before you cancel its quotation.

  • When the only active Sales Invoice is cancelled or deleted, NexWave returns the job to Ready To Invoice so you can create a corrected invoice.

Troubleshooting

Problem

What to check

Quotation is not available under Create

Save the Field Service Job. Check your access and confirm that the job is not Closed or Cancelled.

The quote cannot be accepted

Confirm that the Quotation is submitted, is for a Customer, has Service Billing Type, and is not already accepted or declined.

The invoice review says recorded work has no approved line

Check that the Field Visit item and unit of measure match an accepted quotation item with an actual billing basis. Add and accept a variation if the work was outside the original approval.

Actual work appears twice

Clear Is Billable on time or parts already included in a fixed-price charge.

A pending variation blocks invoicing

Accept the variation if the customer approved it. Otherwise, decline or cancel it.

Sales Invoice is not available under Create

Confirm that Is Billable is selected, the job is Completed or Ready To Invoice, and you have access to create Sales Invoices.

The review total is not as expected

Recheck Service Billing Type, each Service Billing Basis, approved rates, actual quantities, withdrawn variations, and taxes. The review total is before tax.

An invoice already exists

Open the existing Sales Invoice from the Field Service Job. Correct that invoice instead of creating another one.

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