Overview

When workshop work is performed on assets owned by third parties — such as a school or government body — the work may need to be invoiced to the owner. Central-Ops supports this through a billable task workflow that takes you from completing the work through to generating an invoice-ready PDF and marking the job as invoiced.

Prerequisites

• The asset's Owner must have Jobs Require Billing enabled. This is what triggers the invoicing requirement for jobs on that asset. Learn more about Owners
• Labour Prices must be configured for external rates. Learn more

How the billing workflow works

1. Mark task as billable — when adding a task to a job for an asset where the owner requires billing, mark the task as Billable.
2. Complete the task — mechanics complete the task via the Mechanics Kiosk, recording parts used and labour hours.
3. Sign off the task — a workshop administrator reviews and signs off the completed task from the Manage Task page.
4. Generate the External Work Order Report — from the job's Triple Dot Menu, select Generate External Job Work Order Report to produce a PDF summary of parts and labour for invoicing. This PDF is sent to the asset owner.
5. Mark as invoiced — once the invoice has been issued, mark the job as invoiced to remove it from the Needs Invoicing queue.

Step 1 — Mark a task as billable

1. Open the job and navigate to the task.
2. Click Edit on the task.
3. Set Billable to Yes.
4. Save the task.

❕Note: Only tasks on jobs for assets with owners that have Jobs Require Billing enabled will have the Billable field available.

Step 2 — Complete the task

Mechanics complete the task from the Mechanics Kiosk by recording parts used, labour time, and any notes. When all work is done, the mechanic marks the task as complete.

🧠 Learn more: Using the Mechanics Kiosk

Step 3 — Sign off the task

Once the mechanic has completed the task:

1. Open the job in Workshop → Jobs.
2. Click the task to open the Manage Task page.
3. Review the parts and labour recorded.
4. Select Sign Off from the Triple Dot Menu.

The task status updates and the job is now ready for invoice generation.

Step 4 — Generate the External Work Order Report

1. From the Manage Job page, open the Triple Dot Menu.
2. Select Generate External Job Work Order Report.
3. The PDF is generated showing all billable tasks, parts used, and labour charged at the external rate.
4. Send this PDF to the asset owner as the basis for your invoice.

Generate External Work Order Report option

Step 5 — Mark the job as invoiced

Once you have issued the invoice to the owner:

1. From the Manage Job page, open the Triple Dot Menu.
2. Select Mark as Invoiced.

The job is removed from the Needs Invoicing filter in the Jobs list.

Finding jobs that need invoicing

To see all jobs that have been completed but not yet invoiced:

1. Navigate to Workshop → Jobs.
2. Apply the filter Invoice Status = Needs Invoicing.

This shows all jobs where billable work has been completed and signed off but the job has not yet been marked as invoiced.

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