This article will walk you through how to create an Invoice on the Ecotrak Website.

1. Once logged in, you will arrive at the Work Orders tab.

2. In order to create an invoice, you first must update the corresponding Work Order to the Completed status. If this is your first time navigating the Work Order Module, the Work Order Details page, or updating a Work Order Status, please see the following articles for guidance: If the work order is marked as "Cancelled," invoice submission will be blocked. Contact the customer or relevant brand contact to address the cancellation status.

3. Once you have updated your work order to the Completed status, click on the dropdown next to the Actions icon. Click on the Add Invoice action button to begin the invoice creation process. Recent updates to Ecotrak's layout may have moved the invoice submission option. Navigate to the "Work Order Status" dropdown to view available statuses and use the "Action" button dropdown to find the 'Add Invoice' option. Ensure the work order is marked as "Completed," as only completed work orders will display the 'Add Invoice' option.
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4. Upon clicking the Add Invoice button, a pop up window on the right had side of the page will appear. From here, you will fill out the: Invoice Number, Invoice Date, and Failure Type.

5. After selecting a Failure Type, the corresponding Warranty and Resolution options will appear. You’ll need to complete both fields for each Failure Type selected. If there is no warranty, simply check the No Warranty box and then choose the appropriate Resolution.

6. Next, fill out the cost breakdown of your invoice. You can include charges such as regular time, overtime, and double time. Please note that your customer-specific rates and terms must be added in order for these fields to populate automatically.

Alternatively, you have the option to enter the amounts manually or keep it as a flat rate. You may also add travel-related charges, such as a trip charge and truck charge.

7. At the bottom of the Charges section, you can also add any notes for the customer, select whether a warranty was used in repair, and select the corresponding reason.

To attach a copy of your invoice, either drag and drop the file into the designated area at the bottom of the invoice creation pop-up, or click on the Browse File link to upload it manually.

8. Once all of this is completed, please verify that all data entered is accurate and matches the attached invoice file. Then, click the Save button located at the bottom right corner. The invoice will be submitted to your customer for approval. Once it has been fully approved, it will be forwarded to the customer for processing.