# 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](https://docs.nexwaveapp.com/api/files.get?sig=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJrZXkiOiJ1cGxvYWRzL2YxMTg5ZTEzLTdlMTQtNDA1ZC04MDI1LWMxZmI0Y2Y2MTg0ZC9kYmE3MWMyYi05NzM0LTQwYmQtODE2MC1lOWU5ZmZmZjdjZDcvMDEtZmllbGQtc2VydmljZS13b3Jrc3BhY2UucG5nIiwidHlwZSI6ImF0dGFjaG1lbnQiLCJpYXQiOjE3OTI2MjE4MDAsImV4cCI6MTc5MjcwODIwMH0.uwX9E6nOfQpXBPYnuPOd5mCHeJmX23ikAXn9vnBDpeE)

## 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](https://docs.nexwaveapp.com/api/files.get?sig=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJrZXkiOiJ1cGxvYWRzL2YxMTg5ZTEzLTdlMTQtNDA1ZC04MDI1LWMxZmI0Y2Y2MTg0ZC8xOTcwZDBiZC02ZTMyLTQ3ZjYtYTdhOS01OTllMDZjOGI3ZWMvMDEtY3JlYXRlLXF1b3RhdGlvbi5wbmciLCJ0eXBlIjoiYXR0YWNobWVudCIsImlhdCI6MTc5MjYyMTgwMCwiZXhwIjoxNzkyNzA4MjAwfQ.jyKLPlELfHmYnluZLaBG3krWNlVOZ7i4DusvI-yE-TQ)


4. On the new Quotation, select the required **Service Billing Type**:
   * **Fixed Price**
   * **Time and Materials**
   * **Mixed**
5. Add the approved service items, quantities, units of measure, and rates.
6. 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.
7. Review taxes, terms, and the quotation total.
8. Save and submit the Quotation.

 ![Select the Service Billing Type and confirm the booking status](https://docs.nexwaveapp.com/api/files.get?sig=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJrZXkiOiJ1cGxvYWRzL2YxMTg5ZTEzLTdlMTQtNDA1ZC04MDI1LWMxZmI0Y2Y2MTg0ZC9kZjYwNTc1MS0wYTQwLTQzNTktYjE3ZS1iODAyZGYzYjY0MmIvMDItc2VsZWN0LWJpbGxpbmctdHlwZS5wbmciLCJ0eXBlIjoiYXR0YWNobWVudCIsImlhdCI6MTc5MjYyMTgwMCwiZXhwIjoxNzkyNzA4MjAwfQ.NTWQ0PWvOw-YJRNBbvjZeq3YhFBkGz3rXoZI42HlzOM)

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](https://docs.nexwaveapp.com/api/files.get?sig=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJrZXkiOiJ1cGxvYWRzL2YxMTg5ZTEzLTdlMTQtNDA1ZC04MDI1LWMxZmI0Y2Y2MTg0ZC81ZjE2MGE3Yi01ZWIxLTRhY2QtYWQ2Yy0wY2E3NTBkYWRlMmQvMDMtc2VuZC1xdW90ZS1wYWNrYWdlLnBuZyIsInR5cGUiOiJhdHRhY2htZW50IiwiaWF0IjoxNzkyNjIxODAwLCJleHAiOjE3OTI3MDgyMDB9.QCssaltGsUxkQlvPyn1RIBSPRyTyysgmfzg3AZW_t2c)

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](https://docs.nexwaveapp.com/api/files.get?sig=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJrZXkiOiJ1cGxvYWRzL2YxMTg5ZTEzLTdlMTQtNDA1ZC04MDI1LWMxZmI0Y2Y2MTg0ZC9iMjc1N2QwNC05ZDc3LTQ1M2QtODVmYS0zZDFlYTMzMjM1YTEvMDQtcmVjb3JkLXF1b3RlLWFjY2VwdGFuY2UucG5nIiwidHlwZSI6ImF0dGFjaG1lbnQiLCJpYXQiOjE3OTI2MjE4MDAsImV4cCI6MTc5MjcwODIwMH0.hAlhZAI27FJdn2QgwtF4qjshkXvaH9duSJelp3fSgrA)

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](https://docs.nexwaveapp.com/api/files.get?sig=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJrZXkiOiJ1cGxvYWRzL2YxMTg5ZTEzLTdlMTQtNDA1ZC04MDI1LWMxZmI0Y2Y2MTg0ZC8xNWI4NmQxOS0zODk0LTRlNjgtOGI1MS00NDc3OTkwZTE1YmQvMDUtcmVjb3JkLXZpc2l0LXdvcmsucG5nIiwidHlwZSI6ImF0dGFjaG1lbnQiLCJpYXQiOjE3OTI2MjE4MDAsImV4cCI6MTc5MjcwODIwMH0.Kxj-c-I4TIV50hlNFlTEY4gfVIoeVANVKmX5QyRr8ug)

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](https://docs.nexwaveapp.com/api/files.get?sig=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJrZXkiOiJ1cGxvYWRzL2YxMTg5ZTEzLTdlMTQtNDA1ZC04MDI1LWMxZmI0Y2Y2MTg0ZC9jMzgwNDExNi1mN2UwLTRkNDMtYjllZi1lY2NiYTJkYTc0MGYvMDYtcmVjb3JkLXZpc2l0LXBhcnRzLWFuZC10aW1lLnBuZyIsInR5cGUiOiJhdHRhY2htZW50IiwiaWF0IjoxNzkyNjIxODAwLCJleHAiOjE3OTI3MDgyMDB9.RNgx1AHFNaNSy8ShkmnZZjTXbXyaEOEnKlAGpBXW48s)

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](https://docs.nexwaveapp.com/api/files.get?sig=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJrZXkiOiJ1cGxvYWRzL2YxMTg5ZTEzLTdlMTQtNDA1ZC04MDI1LWMxZmI0Y2Y2MTg0ZC82NzYxM2I2My0yNTliLTQ4YTMtYWRiNC1kNzVhZDRjZWM2OTAvMDctY3JlYXRlLXZhcmlhdGlvbi5wbmciLCJ0eXBlIjoiYXR0YWNobWVudCIsImlhdCI6MTc5MjYyMTgwMCwiZXhwIjoxNzkyNzA4MjAwfQ.vySJNyRnfcuN47W7lQRKgSBXJqKVrwUuact55vty2po)


3. Add only the additional or changed work.
4. Check **Service Billing Type** and, for **Mixed** billing, **Service Billing Basis** on each item.
5. Review the currency, taxes, terms, quantities, and rates.
6. Save and submit the variation.
7. 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](https://docs.nexwaveapp.com/api/files.get?sig=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJrZXkiOiJ1cGxvYWRzL2YxMTg5ZTEzLTdlMTQtNDA1ZC04MDI1LWMxZmI0Y2Y2MTg0ZC9iMzZiNzBiOC02MmQ3LTRjNTUtYjc2NS1mZTViNjEyNmNiZjQvMDgtY3JlYXRlLXNhbGVzLWludm9pY2UucG5nIiwidHlwZSI6ImF0dGFjaG1lbnQiLCJpYXQiOjE3OTI2MjE4MDAsImV4cCI6MTc5MjcwODIwMH0.2A4IpCoYxWyY8eeYWRn4E85IZrDFvhXwtzj7WO7Mohs)


3. 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.
4. Resolve every error shown in the review. NexWave will not create the invoice while the review has an error.
5. Select **Create Sales Invoice**.
6. On the draft Sales Invoice, check the customer, dates, taxes, quantities, rates, and source links.
7. 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. |

## Related documentation

* [Selling](/doc/9611c59c-fa49-4d68-ae8d-435ff4e26eed)
* [Lead to Quote Process](/doc/5c842243-9f02-4309-b896-0be8e28d4b32)