Track Costs and Invoices

Costs and invoices appear both on individual requests and org-wide under the Admin menu.

On a service request

• The Costs tab tracks labor, parts, and other expenses.
• The Invoice Generator tab turns the request into an invoice.
• The Billing panel tracks PO Amount, PO Number, Variance, External Invoice Number, and External Invoice Total for externally dispatched work.

Org-wide (Admin menu)

Open the Admin (gear) menu in the top-right header. The Costs group holds Costs, Invoices, Approval Workflows, and In House Tech.

The Costs page (Admin → Costs)

A running log of every cost across your organization. Three summary cards sit at the top:

• Total Costs – Past 30 Days
• Pending Approval
• Approved – Past 30 Days

Each card shows a dollar total and the number of items.

Below the cards, filter the list with the All / Pending / Approved tabs. Each row shows the cost's Status (Pending or Approved), what it's Associated With (the service request and its location), Description, Amount, PO No., Invoice No., Project No., and who created or last modified it. Use the info icon to quick-view a cost, the pencil to edit it, and the ⋯ menu for more actions such as Deactivate. The toolbar also lets you save Lists (custom views), apply Filters, choose Columns, Refresh, Export, and Search.

Add a cost (+ Create Cost)

Click + Create Cost and fill in:

1. Amount (required).
2. Description — what the cost is for.
3. PO No., Invoice No., and Project No. as needed.
4. Service Request — search to link the cost to a request.
5. Attachments — optionally attach one or more files and classify each as an Estimate or an Invoice.
6. Approval Workflow — choose an approval workflow template to route the cost for sign-off, or leave it as No approval.

Click Create Cost. You can also add costs from a request's own Costs tab.

Open a cost

Each cost record shows its Total Amount, the linked Service Request, who submitted it, the Category, the Description, any Attachments (with download), and an Approval Timeline that shows which workflow was applied and where it currently stands.

Approval Workflows (Admin → Approval Workflows)

Approval workflows route a cost to the right people for sign-off before it's marked approved. Under Admin → Approval Workflows you manage Approval Workflow Templates — reusable approval chains for your organization.

Each template appears as a card showing its name, its Approval Chain (the ordered list of approvers — Step 1, Step 2, and so on), and when it was created. Use Edit template or Delete template on any card, and + Create Template to add a new one.

To create or edit a template:

1. Click + Create Template (or Edit template on an existing one).
2. Enter a Template Name.
3. Optionally add a Description of when the workflow should be used.
4. Build the Approval Chain: use Add Approver to search for and add each person, then drag to reorder. Approvers sign off in order — Step 1 first, then Step 2, and so on.
5. Remove an approver with the ✕ next to their name.
6. Click Create Template (or Update Template).

Applying a workflow to a cost: when you create or edit a cost, pick the template from the Approval Workflow dropdown. The cost's Approval Timeline then tracks each approver's status — Awaiting approval until they act, or Approved with a date once they sign off. If the person who created the cost is also an approver, their step is signed off automatically and shows as "Auto-approved by creator."

Uploading a provider invoice? Attach it to a note on the request (Notes → Create Note → Attach Invoice), or attach it directly on the cost record under Attachments and classify it as an Invoice. See Add notes, photos, and files to records.

Related articles:

• Add notes, photos, and files to records
• Dispatch to external providers
• Manage inventory and consumables