Invoicing and payments

ERP Jobs uses standard ERPNext sales invoices — two billing moments on a typical repair: the assessment / quote fee (optional by job type) and the repair invoice after work is done. Payment rules depend on fulfillment mode.

Two invoices on one job

Invoice	When	Linked field on Job	Paid before
Assessment fee	After Confirm Booking, when job type requires fee	Assessment Fee Invoice	Record Quote Fee completes (if fee required)
Repair invoice	After repair / QC, before handover	Sales Invoice	Counter pickup: before Record Collection

Record Quote Fee can create the assessment sales invoice automatically using defaults from Job Settings or Job Type.

Warranty and in-store service types skip the assessment fee step entirely.

Assessment fee flow

1. Front desk Confirm Booking.
2. Click Record Quote Fee (only when job type requires it).
3. System creates or links assessment Sales Invoice — customer pays at counter or via your usual payment method.
4. When outstanding amount is zero, the workflow action completes and you can Assign Technician.

If the customer has not paid, the gate blocks progress — check Outstanding Customer Payments report.

Repair invoice flow

1. Technician completes repair (and QC if used).
2. Front desk or manager creates Sales Invoice from the job (linked via job field).
3. Submit the invoice — payment is not always required at this step.

Fulfillment mode	At repair invoice submit
Counter Pickup	Invoice may be unpaid — customer pays at collection
Delivery	Invoice may stay on customer account (trade credit)

Counter pickup — pay at collection

This is the common walk-in pattern:

1. Notify Ready for Collection — emails customer; repair invoice may still be unpaid.
2. Customer arrives — take payment against the repair sales invoice.
3. Record Collection — blocked until repair sales invoice is fully paid.

If Record Collection fails with a payment message, open the linked sales invoice and record payment (Payment Entry or POS, per your shop setup), then retry.

Delivery — on account

For trade customers or delivered units:

1. Notify Ready for Collection — customer notified; invoice can remain unpaid.
2. Mark Delivered — record delivery date and notes.
3. Manager Close Job — unpaid balance stays on the customer account in standard accounts receivable.

Collections team follows up via ERPNext AR reports — not via a separate Jobs screen.

Recording payment

Use your site's normal ERPNext payment method:

Sales Invoicehttps://docs.frappe.io/erpnext/user/manual/en/accounts/sales-invoice

Payment against the invoice updates outstanding amount. Jobs milestones can log Payment Received when the repair invoice is fully paid.

Outstanding payments report

Jobs → Outstanding Customer Payments lists jobs with unpaid assessment or repair invoices. Run it:

• End of day at front desk
• Before calling customers for collection
• When a workflow button says invoice is not paid

See Reports for detail.

Scenarios

Customer pays assessment only, then disappears

Job stays open with assessment paid. Manager decides whether to cancel from Open (if still early) or contact customer — no automatic close.

Quote approved but customer declines repair

Handle per shop policy — cancel job or write off quotation. Workflow Cancel is available from Open only.

Trade account — repair complete, invoice unpaid

Delivery path: Mark Delivered → Close Job. AR team collects on standard invoice terms.

Upstream reference

Quotationhttps://docs.frappe.io/erpnext/user/manual/en/selling/quotationSales Invoicehttps://docs.frappe.io/erpnext/user/manual/en/accounts/sales-invoice

Next steps

• Job types and settings — which types require assessment fee
• Repair workflow — full path including collection
• Troubleshooting — unpaid invoice at collection
• Printing and customer comms — ready-for-collection email