AI invoicing for field service
The invoice goes out while the job is still fresh.
The truck is back, but the invoice is still waiting: photos, hours, parts and a signature from the field, contract rates and billing holds in the ERP. The days it waits compound into revenue you earned but can't use.
The job isn't done until the invoice goes out.
How long does it take your operation to turn a completed work order into a sent invoice?
Completion notes and photos
tablet in the truck
Hours
end of week timesheet
Parts
two trucks, tracked on neither
Coverage and an approval
filing cabinet
One invoice
Total
waiting on four things
Invoicing is an assembly job, and the pieces live in different places
01
Completion notes and photos
on a tablet in the truck and a phone in somebody's pocket
02
Hours
waiting for the timesheet at the end of the week
03
Parts
off two trucks and tracked on neither
04
Coverage and an approval
one in a filing cabinet, one with whoever is in the office this week
So the invoice waits on the paperwork about the work.
This lag costs you twice. Service carries a backlog that doesn't clear, jobs closed in the field and open on the books. Finance sees it at every close, in the days between the work finishing and the cash landing. Those days sit before the invoice, so DSO doesn't count them.
Close the gap between work completed and job invoiced.
Time-to-Invoice supports the work from job creation through billable invoice. It starts before the technician arrives and keeps going until the job is ready to bill, on the field service and ERP systems you already run.
01
Field execution
Technicians arrive knowing the site, the asset, its history and the likely parts, and missing information gets caught before close-out.
See field execution02
Revenue readiness
Field notes become billable invoice notes, every completed job is reviewed, and clean work moves forward.
See revenue readiness03
Ops intelligence
Operations and finance see what's stalled, why, and the revenue at risk.
See ops intelligenceWhat the gap is costing you today.
Every day between job done and invoice sent is a day your own cash stays tied up. Three numbers from your own operation will size it.
In US dollars
$000,000
Enter your numbers to see the result
That's your unbilled revenue.
Your number appears here.
Every number here is yours. The ROI calculator shows what Time-to-Invoice would change.
Every number here is yours. The ROI calculator shows what Time-to-Invoice would change.
Technicians arrive prepared and close out complete.
Time-to-Invoice gives technicians the job and site context before service begins, then checks for missing information while the work is still fresh. Less chasing later, fewer incomplete close-outs.
- Job Prep BriefSite, asset and prior-visit history, notes and likely parts, sent to the technician before arrival.
- Closeout Completeness CheckFlags missing information before the job is closed out.
Field notes become billable invoice notes.
Every completed job is reviewed for invoice readiness. The technician's notes become consistent, billable notes, the labor, parts and supporting detail are assembled for billing, and clean work moves forward while exceptions go to a manager with the reason.
- Invoice Ready NotesAI drafts billable invoice notes, like Complaint, Cause, Correction, from the technician's own notes.
- Readiness ReviewReviews every completed job for invoice readiness.
- Invoice Prep PackageAssembles labor, parts, notes and supporting detail for billing.
- Automated RoutingClean work moves forward. Genuine exceptions are routed with a reason.
WO-4405
Standby generator, hospital campus
From the field
Invoice ready note
The standby generator failed to transfer during the monthly test.
The transfer switch control board had faulted.
Replaced the transfer switch control board and ran a two-hour load test. The starting battery is weak. Replace it at the next PM visit.
Invoice package
- Labor and travel
- Parts: transfer switch control board
- Load test result attached
- Runtime hours recorded
- Push to ERPReady
The technician's notes as written in the field, and the invoice-ready note Time-to-Invoice drafts from them, in Complaint, Cause, Correction format.
See what's stalled, why, and what it's worth.
Operations and finance leaders see completed work, invoice readiness, aging and the causes of delay across branches, including the small jobs that would otherwise go unbilled.
- Real-time analyticsTracks time-to-invoice against goal, aging, and stuck jobs by reason.
- Role-based viewsViews for operations, finance and branch leaders.
- Completed-but-unbilled workFinished work surfaces before it's written off, small jobs included.
Time-to-Invoice Pipeline
12/12 stages enabled
Eastside Hospital
Summit Office Tower
Greenfield Distribution
+ 67 more
20 need attention
Cedar Ridge Data Hub
Coastal Water District
Galaxy Semiconductor
+ 62 more
Harborview Data Center
Riverside Med Center
Coastal Desalination
+ 65 more
40 need attention
State University
Bayview Medical Campus
Metro Transit Depot
+ 60 more
Stonebridge Telecom
Lakeside Manufacturing
+ 56 more
Looking for a field service management solution? Check out Service Pro FSM.
Customer proof
"As soon as I made the first summary with Service Pro and saw how it formatted and how professional it looked, I really liked it. I was very impressed with that."
Tony Dulin, Technician, Relevant Solutions
Your questions on Time-to-Invoice, answered
What is Time-to-Invoice?
Time-to-Invoice is the number of days between a technician finishing a job and the invoice for that job leaving your building. It is not the same as your payment terms. Terms start counting when the invoice goes out, so every day before that is a day you added to your own cycle without anyone deciding to.
Why does invoicing take days after the work is already finished?
Because invoicing is an assembly job and the pieces finish in different places. The hours are on a timesheet, the parts are on a pick list, the photos are on a phone, and the signature is on a tablet that is still in a truck. None of them is late on its own. The invoice waits for the last one.
How does Time-to-Invoice get jobs invoiced faster?
It closes the gap before the invoice rather than speeding up the invoice itself. The technician's own notes, the parts used, the hours and the photos come off the job as the work closes, and arrive matched to the work order in the system you already run. Your team sends the invoice the way they send it today. Nothing about your billing process changes except how long it waits.
Do we have to replace our FSM or ERP?
No. Time-to-Invoice works on top of ERPs and FSMs. Your records stay where they are and your team keeps the screens they know. If you are looking for a field service management system itself, that is Service Pro FSM, which is a separate product.
Which systems does Time-to-Invoice work with?
Epicor Prophet 21, Oracle NetSuite, Microsoft Dynamics 365 Business Central, Sage 100, and Salesforce Field Service.
What are Invoice Ready Notes?
Invoice Ready Notes turn a technician's shorthand into what was found, what was done, and what was recommended. A note that reads "drain line clg, defrost stat repl" becomes a clean summary a customer can read and a biller can invoice from, without anyone translating it after the fact. It is what lets you bill the whole job instead of the part somebody could reconstruct.
Is this AI bolted onto the system we already use?
It runs on top of your system, and that is deliberate rather than a compromise. Field service operations do not run on one platform and they are not going to. The work lives in an FSM, the money lives in an ERP, and an invoice needs both. A layer that works across them closes the gap without asking you to move your operation to close it.
Who is this for?
Service operations running 25 technicians or more, where work orders finish in the field and get invoiced from an office, and where the two are further apart than anyone wants them to be.
How do we find out what our own Time-to-Invoice is?
Most operations have never measured it, because no single system owns the whole span. The calculator further up this page takes three numbers you already know and shows you what the wait is costing while it happens. Every number in it is yours.
Get paid faster for work you already did.
The jobs are done. The revenue exists. What sits between them is paperwork, and that's where the days are.
Book a Demo