I need to include backup paperwork with my invoice.

Modified on Tue, 2 Sep at 12:56 PM

There are a few options that can be utilized to allow items from the documents tab to generate with the invoice of a work order.

First, you will need to designate either by customer or by Softbase user to have those items generate, and then you will need to flag the item(s) you would like to include within each work order as needed.

For items to be included for a specific customer, you will want to check the box "backup paperwork required" on the web/email tab of the customer record as seen below. When this is set, any documents that are checked to be included with the invoice for that customer will be included in the invoice.

Alternatively, you can choose to include the documents by user rather than customer. Within Settings > Files > Invoice Print Options, you can elect to always include the backup paperwork per user, and when set to do so any items flagged to be included on the work order will generate with the invoice regardless of the customer. This checkbox must be checked by each user within their settings profile as seen below:

Finally, there is a checkbox on each document within the work order for you to designate whether it should be included with the invoice or not. If an item does not have the box checked, it will not be included regardless of the customer setting or user's invoice print options. This checkbox is located under the documents tab, and is set per file with the "Include with Customer Invoice" checkbox.

Here is a brief breakdown of the three settings in the system and how they are used to include documentation within each invoice.

Level	Check Box	Notes
1. Invoice Document	Include with Customer Invoice	This checkbox on the document itself does not attach the document to be sent with the invoice unless one of the checkboxes from #2 or #3 are set
2. Customer	Backup Paperwork Required	The checkbox on the customer record will include any documents marked as include with customer invoice from step 1 with the invoice itself regardless of the users settings in Invoice Print Options
3. Invoice Print Options	Always Include Backup Paperwork	The checkbox in Invoice Print Options will include any documents marked as include with customer invoice from step 1 with the invoice itself regardless of the customer setting